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Survival Guide
for arranging a conference |
Planning a conference or meeting can sometimes be a daunting task as there are many details and logistics involved in coordinating a successful event. Here, for your convenience, are the industry standard guidelines to help you plan your next event:
Six to Eight Months In Advance
- Establish conference theme and objectives.
- Establish conference dates.
- Establish conference budget and registration fee.
- Apply for seed money and/or sponsorship funds.
- Determine participants: size of group, facilitators, dignitaries, etc.
- Contact venue sites: University conference centres, convention centres, hotels, convention and visitor bureaus and arrange site inspections.
- Select conference locale and site, and arrange detail meetings.
- Establish contractual requirements with venue.
- Decide on topics and speakers/trainers that will address the topics and objectives of the conference.
- Determine how to promote the conference (ie web, mailing, advertising)
- Send out a call for papers to encourage presenters within the industry.
- Contact speakers' bureau to check on speakers' availability and fees.
- Do you require live entertainment for any of your events? Book your headliner entertainment.
- International considerations: weather expectations at time of conference, cultural considerations, third-party vendor contact information, banking arrangements, receiving agents for shipments needing to be secured through customs, interpreter arrangements.
TOP
Four to Six Months In Advance
- Revise budget; have sponsorship goals been met?
- Determine the length and the agenda of the conference.
- Inform delegates of date, place and objectives of the conference.
- Finalize facility and entertainment arrangements.
- Determine food and beverage requirements.
- Determine audio visual requirements and equipment needs for speakers and special events.
- Finalize specific meeting rooms and layouts required.
- Finalize all decisions in contractual form.
- Make necessary hotel reservations for delegates and VIP's
- Contract with appropriate transportation services.
- Determine your promotional items/giveaway requirements. Order and confirm delivery date if applicable.
- Arrange for any on-site communication needs such as internet provider, telephone accessibility, office services, pagers and cell phone accommodations etc.
- Make all arrangements for shipping materials and confirm.
TOP
Three Months In Advance
- Arrange for a press release (if applicable)
- Determine what materials need to be reproduced.
- Determine what materials need to be included in registration packet.
- Arrange airport and/or ground transportation arrival arrangements (ie greeters).
- Determine meeting room setups and notify site of additional requirements.
- Order necessary signs, conference banners, and room signage.
TOP
Four to Six Weeks In Advance
- Reconfirm audio visual and equipment needs with venue/supplier.
- Reconfirm with all external vendors.
- Copy all materials that will need to be distributed.
- Arrange for speaker gifts.
- Send delegates information regarding meeting attire, agenda, accommodation and travel arrangements. Include participation requirements, pertinent telephone numbers and contact information.
TOP
Two Weeks In Advance
- Prepare registration packet, name tags and conference survey.
- Ship all required materials (in numbered boxes) to meeting site. Request confirmation of arrival notification.
- Confirm number of delegates with hotel and caterer as well as any special dietary requirements (ie food allergies)
- Confirm rooming list with registration desk and procedure for check in.
TOP
One Week In Advance
- Check weather report for possible delays and determine a back up plan for weather altering scenarios.
- Coordinate delivery of special guestroom deliveries such as VIP gifts or employee incentive gifts.
- Meet with necessary security and parking officials to coordinate meeting logistics.
- Double check rooms for VIPs and those with special needs.
- Discuss with front desk, appropriate information to be included on site marquee boards.
- Meet with accounting department of the site facility and confirm master billing procedures.
- Check inventory of materials and supplies pre-shipped. Compile registration packets that will be distributed. Set up a separate registration area if necessary.
- Conduct a meeting with personnel about on-site administration and delegate responsibilities where appropriate.
TOP
Post Conference Follow-Up
- Send thank you notes to facility and to personnel and/or volunteers that went above and beyond to ensure success of meeting.
- Send thank you notes to VIP's for their attendance where appropriate.
- Prepare final report to include conference survey results, meeting notes, etc. and include suggestions and recommendations for future meetings.
- Review all invoices for accuracy and arrange payment.
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