Stage 1: Pre-Conference Planning
- Participate as support for conference planning committee
- Develop planning timeline
- Assist in determining and carrying out specific conference theme and objectives
- Establish meeting agenda and record minutes
- Assist committee with budget development
- Serve as a fiscal agent for conference-related billings
- Manage total income and expenses with accurate accounting
- Process payroll forms, requested payments, and invoices
- Work under the direction of local and, if appropriate, national planning committees
- Manage "Call for Presentations" (includes marketing, mailings, database development and acceptance/denial notifications)
- Contract with confirmed presenters in regards to honoraria, travel expenses, audio-visual needs, etc.
- Compile requested presenter vitae, presentation description, introduction information and photograph
- Issue honorarium checks
- Coordinate travel and lodging arrangements
- Prepare handout copies
- Confirm final conference details with presenters
- Serve as a main contact and information resource for presenters
- Design and develop exhibitor registration brochure
- Compile mailing lists of potential exhibitors
- Process exhibitor registrations and confirmations
- Format exhibitor directory for program book
- Coordinate logistics of exhibition space with facility
- Secure outside sources to provide exhibitors with required equipment/services
- Select facilities most able to meet conference needs
- Negotiate contracts with facilities for meeting rooms, exhibitor space, food and lodging accommodations
- Obtain conference rates for lodging at qualifying hotels
- Arrange for accommodations for appropriate number of university rooms
- Coordinate with facility for appropriate room sets
- Reserve audio-visual equipment and on-site technician(s)
- Arrange for video and audio taping of program sessions (if required)
- Coordinate on-site use of photocopy and fax machines, special phone services, and shipping services
- Work with catering services to select menus for breaks, luncheons, socials and banquets
- Solicit meal, social or break sponsors
- Update facility with accurate meal counts
- Arrange for special needs (i.e. storage space, dietary requirements, handicap services)
- Arrange for translation services, as required
- Arrange for technical support services
- Work with local planning committee to develop and execute marketing & promotions plan
- Assist in creating the standard elements used in the design of conference materials
- Coordinate and/or assist committee with the design, development, and printing of conference promotion materials (including announcements, posters, "Call for Presentation" brochures, participant and exhibitor registration brochures)
- Develop interactive website with online registration form
- Arrange for public relation materials (press kits, news releases and advertisements for print)
- Develop, design, write and edit conference materials including brochures, program books, signs, table tents, etc.
- Obtain mailing lists (geographic address and e-mail addresses) of targeted audience from committee members or other resources
- Input mailing list into database
- Maintain and update mailing list
- Coordinate mailing services using bulk or non-profit rates
- Provide a toll free number for registration
- Process all registrations received through fax, mail, telephone and online
- Collect registration fees
- Process MasterCard, Visa, and American Express credit cards for registration fees
- Input all registrations into a database
- Mail confirmation letters to participants (and exhibitors)
- Prepare roster of pre-registered participants and/or exhibitors
- Prepare professionally printed name tags for participants, exhibitors, presenters and committee members
- Answer conference-related inquires
- Design and develop an evaluation strategy
- Create a set of reliable evaluation questions tailored to the event
- Aid with the identification of potential target market
Stage 2: During Conference
Set Up
- Verify setup for meeting rooms and exhibiting space
- Produce final meal count
- Assist in set up of registration and information desk area
- Post welcome, registration and meeting room signs
- Oversee exhibitor set-up
- Preparation, assembly and distribution of delegate conference kits
- Provide staff members to run registration table during registration hours
- Check in pre-registered participants, exhibitors and presenters
- Process on-site registrations including fee collection, receipts and name tags
- Distribute program books and other conference materials including presenter handouts, list of participants, supplies, certificates and area information
- Provide basic on-site office supplies and first aid kit
- Provide on-site trouble-shooting & problem solving
- Distribute and collect conference evaluations
- Assist with tear down of registration area and signs
- Oversee exhibitor tear down
- Arrange for shuttle transportation for delegates, as determined by local steering committee
Stage 3: Post-Conference
Financial Services
- Process approved refunds and billings
- Transfer net registration income to organization's account
- Prepare summary reports
- Compile expenses into one final invoice for organization
- Process travel reimbursements
- Send thank you letters and session evaluations
- Attend post-conference meeting(s) with suggestions for improvement
- Provide summary and analysis of evaluation results
- Provide final attendee roster to reflect on-site changes/additions
- Produce attendee summary reports based on specified demographics as predetermined by program registration
- Generate final written summary of conference evaluations
- Compile and disseminate conference papers (if not done at an earlier stage)
- Provide a final participant roster
- Provide mailing labels for future correspondence with participants
- Complete file of notes regarding conference planning
- Post-conference correspondence: speaker recognition, participant certificates, receipts
- Settle all outstanding financial obligations prior to release of any net revenue
- Debriefing meeting with planning committee
- Compilation of appropriate mailing lists for the targeted audience