Las Vegas Convention Travel Checklist

4–8 weeks before the trip

• Confirm event venue(s), official schedule and team attendance dates.
• Book or hold hotel rooms; confirm cancellation and group terms.
• Identify executive/VIP travelers who need different arrangements.
• Decide which client dinners or hosted events require reservations.
• Reserve group transportation or key executive transfers.
• Review whether the hotel location works with the Monorail, Loop or planned private transport.
• Build a master traveler list with mobile numbers and arrival/departure information.

1–2 weeks before departure

• Issue the current itinerary to all travelers.
• Confirm hotel names, rooming list and payment method.
• Confirm airport transfers and exact pickup instructions.
• Reconfirm restaurant, golf, show and venue reservations.
• Add all meeting locations and transportation times to the itinerary.
• Identify one internal decision-maker for last-minute changes.
• Share the local point of contact.

Arrival day

• Monitor delayed flights for travelers using pre-arranged transport.
• Confirm where the group meets for the first scheduled activity.
• Give travelers the hotel check-in and baggage-storage plan if rooms are not ready.
• Keep the first evening realistic after travel.

Each convention day

• Confirm the next movement before the team enters the show floor.
• Allow extra time for convention traffic, security and venue walking.
• Keep dinner confirmations and pickup information accessible on mobile.
• Update the group quickly if any restaurant, vehicle or meeting detail changes.

Client hospitality

• Confirm final guest count and host responsibilities.
• Check dietary restrictions.
• Know whether the company or individuals are paying.
• Give the transportation provider the final venue and pickup time.
• Make sure the experience fits the day’s energy level and business objective.

Departure and follow-up

• Confirm airport transfer windows the evening before.
• Check for travelers with unusually early departures.
• Collect receipts or supplier documents needed internally.
• Document what worked and what should change for the next trip.