01 · Confirm the essentials
Check the organizer’s current time, location, arrival instructions and equipment rules. Keep one approved source of truth for changes so people do not act on an old message.
02 · Assign the handoffs
Name who handles equipment, transport coordination and updates. Share only the contact details the group needs, and use the organizer’s approved channel for participant information.
03 · Leave a useful note
After the event, record missing items and what to change next time. Reuse the checklist, but recheck time-sensitive details before every event.