Fight the urge to think “I’ll do that when we get there.” Print whatever you can, copy whatever you can, make signs wherever you can.
“Sure” things will become “unsure” things – speakers change, room plans are altered, handouts are revised and attendees will always need some kind of fix to their nametags‑but do not let that knowledge stop you from doing everything you can in advance.
Keep in mind everything takes longer when you are working at a remote location. And those of you with retail experience will know the strange phenomenon that occurs when five, 10, 50 or more people are waiting in a line to register – computers slow down, printers jam, supplies disappear and time speeds up.
Assign responsibilities—don’t expect the meeting coordinator/planner to be able to execute all the tasks. Just posting a locator sign in the lobby or delivering the name cards to the room could be a 10-minute trip depending on the venue size.