Practical information
Language, weather, accessibility, visa, and useful references.
This page gathers useful information before participants arrive. Instructions, contacts, schedules, and policies must be validated by the organizer before publication.
Checklist
Before you leave
- Confirm registration and selected options.
- Check ID, travel documents, or visa if applicable.
- Review organizer messages.
- Reconfirm accommodation, transportation, and arrival time.
Attendees
On site
- Welcome desk and registration counter to confirm.
- Badge or name tag according to final procedures.
- Wi-Fi, coat check, and signage to specify.
- Meals and breaks according to the confirmed program.
Services
Languages and services
- Publish service languages after validation.
- Translation or interpretation if applicable.
- Participant contact and on-site help.
- Guidance for special requests.
Preparation
Weather and dress
- Check the weather a few days before departure.
- Plan clothing suitable for the conference and receptions.
- Choose comfortable shoes for walking between locations.
- Bring a coat or umbrella depending on the season.
Inclusion
Accessibility
- Explain how to report a specific need.
- Confirm accessible routes and elevators.
- Specify accessible washrooms and drop-off points.
- Add a contact to confirm for on-site support.
Travel
Travel and documents
- Verify visa or eTA requirements if applicable.
- Plan travel and medical insurance.
- Review official customs guidance.
- Allow enough time for transportation delays.
Safety
Emergency and contacts
- Add the official organizer contact.
- Confirm the venue contact before publication.
- Local emergency number and special instructions.
- Procedure for incidents, lost items, or assistance.
To confirm with the organizer
Official contacts, schedules, languages, accessibility, emergency guidance, and applicable policies must be checked before final publication.