|
 Planning
Phase (month
18-14)
- Conduct
research on conference locations
Select committee
members and co-chairs
Set objectives
and tasks
Set meeting schedules
Contact convention
and visitor bureaus in
desired cities
Develop conference
budget
Establish registration,
exhibit objectives
Develop workshop
information and speaker list
Develop
timelines
Determine city
and dates for conference
Establish public
relations/promotion objectives
Site
Selection (month
13-10)
- Establish
specifications for hotel bids
Request hotel
proposals
Receive and review
hotel bids
Conduct site
visits
Organize a food
tasting for key members
Conduct site
negotiations
Visit city, county,
and state officials
Meet with local
convention and visitor bureau
Finalize hotel
and venue contracts
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Program
Planning (month
9-8)
- Establish
criteria for selection of resource people
Contact resource
people
Send confirmation
letters to resource persons
Inventory needs
of resource persons
Coordinate activities
with public relations and
promotion committee
Distribute sponsor
packages
Logistics
(month
8-7)
- Determine
airline carrier
Establish
audio/visual needs
Develop
diagrams for meeting room(s)
Determine signs
and banners needed
Arrange food
and beverage
Arrange VIP amenities
PR/Promotions
(month
8-7)
- Establish
program book specifications
Determine advertising
options
Determine public
relations release schedule
Select graphic
design and printing services
Develop mailing
schedule
Set-up on-line
registration
Registration/Exhibitor
(month
8-7)
- Develop
pre-registration information forms
Determine on-site
registration strategy
Determine exhibit
area criteria
Develop exhibit
floor diagram
Determine staffing
needs
Distribute information
to exhibitors
|
Pre-Conference Coordinator (month
6-1)
- Follow-up
with exhibitors
Coordinate sponsor
needs
Remind registrants
of travel/lodging deadline
Determine payment
schedule
Finalize hotel/vendor
credit authorizations
Receive certificates
of insurance
Monitor room
registrations
Finalize audio/visual
Determine final
food/beverage guarantees
Monitor hotel
room attrition
Prepare program
book
Prepare ID tags
and registration kits
On-site
Event Management
- Manage
registration
Manage registration
Supervise food
and beverage staff
Monitor hotel
check-ins
Arrange event
management of on-site and off-site special events
Manage program
schedule
Conduct on-site
evaluation
Manage conference
transportation system
Post
Event (within
30 days after event)
- Conduct
post event analysis
Do evaluation
form summary
Send out sponsor/speaker
thank you letters
Handle return
shipping
Do post event
accounting
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