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CONFERENCE CHECKLIST

Listed below are the areas which you need to consider when organising a conference.

Planning

• Introduction of the people involved in the conference and the roles they are to play
• Clarify the aims and objectives of the conference
• Establish how the project has already progressed
• Draw up an activity schedule to include all tasks to be undertaken by whom, and provide timescales
• Produce events schedule which outlines the programme and all arrangements to be booked
• Development of the conference theme and programme
• Arrange regular meetings with the planning team and produce progress reports

Accounts

• Preparation of conference budget.
• Set appropriate delegate fees, sponsorship / exhibitor rates.
• Negotiation of fees and costs with suppliers.
• Collection of registration fees, issue invoices / receipts, chase non-payers.
• Payment of suppliers.
• Preparation of final set of accounts.

Conference Programme

• Set objectives so your speakers know what you are aiming to achieve and delegate expectations are met
• Prepare content and timings for conference programme
• Ensure you book a venue which can provide all the necessary meeting rooms and equipment to accommodate the conference programme
• Draw up workshop / session schedule
• Create time to visit the exhibition if included as part of programme

Venue and Accommodation

• Research suitable venues for the conference and accommodation for delegates if required
• Confirmation and booking of venue
• Confirmation of accommodation or provisional hold of hotel allocations
• Liaison with venue for room set ups and layout; catering numbers, menus and timings; equipment required and signage
• Liaison with accommodation providers on latest booking situation taking note of any release dates.
• Supply venue with events schedule
• Supply venue with audio visual production schedule
• Supply venue with rooming lists

Social Programme

• Prepare suitable programme of social activities for delegates and partners to include drinks receptions, conference dinners, excursions, pre and post conference programme
• Recommend and book appropriate venues
• Confirm all arrangements including menus, drinks and entertainment to venue
• Prepare table plans and tickets for events
• Book coaches and taxis

Meet and Greet

• Provide meet and greet service at airport, train and coach stations
• Provide hospitality desks at airports and stations
• Produce file of useful tourist and travel information for delegates
• Arrange courtesy transport to and from the conference venue / hotels

Transport Management

• Arrange and book transport between airports, stations, event, accommodation and social events where required
• Liaison with transport company on appropriate timings, routes and pick up points
• Product transport schedule / manifest
• Schedule for pick-up points that can be distributed and displayed for delegates
• Signage for coaches

Keynote Speakers / Presenters / Workshop Facilitators

• Invitation of speakers
• Confirm speakers together with objectives for conference
• Request speaker biog, summary of speech and AV requirements
• Co-ordinate contents of speakers presentations
• Book audio-visual requirements
• Check all speakers have registered
• Arrange travel, catering and accommodation for speakers
• Produce speaker material for delegate packs
• Rehearsals and Chairman's briefings
• Produce speaker evaluation forms

Sessions / Workshops - Call for Papers

• Decide on session topics
• Announce call for papers and set deadline for receipt
• Provide format for paper and abstract submission
• Confirm / reject papers submitted. Ask presenters to register
• Plot programme including timings
• Confirm AV requirements with presenters
• Produce book of abstracts
• Book poster displays
• Produce session / workshop evaluation forms

Sessions / Workshops

• Decide on topics and invite presenters. Provide objectives of session.
• Decide if delegates need to register in advance to attend sessions
• Invitation of presenters
• Confirm presenters request summary of workshop and AV requirements
• Book audio-visual requirements
• Check all speakers have presenters have registered
• Arrange any travel, catering and accommodation
• Appoint facilitators to chair sessions
• Produce session descriptions for delegate packs
• Produce tickets for workshops and sign up sheets

Audio Visual, Production and Staging

• Decide on what equipment is required for the production and staging of the conference book and arrange as necessary. This includes the following:
• Set, screen, staging, lectern
• Projection equipment
• Audio
• Lighting
• Any other visual aids
• Once AV requirements have been identified draw up an AV production schedule

Delegate Registration

• Set up online registration, produce booking form
• Set up dedicated phone lines and e-mail addresses
• Send out registration details and handle delegate enquires
• Acknowledge receipt of booking forms
• Register delegate details onto database, collection of registration fees, issuing invoices / VAT receipts.
• Send out confirmation of booking together with joining instructions, location maps and directions to the conference venue and hotels, parking details and any other relevant information
• Production of name badges
• Production of delegate attendee lists
• Update database with no shows and substitute delegate details in order to produce final attendees' report.
• Reconciliation of payments received

Invitation of Delegates
(For meetings where specific attendees are invited)

• Diary date call or email and confirmation of attendees name
• Send out invitation and related documentation, for example fax back forms
• Follow up calls to chase up non-respondees
• Acknowledgement of receipt of additional attendees
• Call to confirm final number of attendees 1 week prior to event
• Reports produced of attendees and non-attendees through out invitation process

Delegate Information

• Produce all necessary information for the conference website
• Produce invitation / brochure, registration forms and accompanying letter of invitation.
• Information for delegates such as maps, travel information, tourist information, shopping and restaurant guides.
• Produce delegate information packs / bags including contents and questionnaires.
• Conference proceedings.
• Book of abstracts.
• Delegate attendee list with contact details
• Certificate of attendance.

Delegate Requirements

• Liaison with all venues regarding arrangements to be made for delegates, conference facilities, accommodation, catering, luggage, check-in, information desks, security, first aid and parking etc.
• Assist with travel arrangements.
• Corporate gifts / give ways for delegates.

Provision of all Necessary Equipment

• Computers and printers with Internet access
• Posters and exhibition boards.
• Photocopiers
• Faxes
• Conference phone lines
• Registration desks

Marketing and PR

A marketing and PR plan will need to consider the following:

• Sponsorship: Draw up sponsors proposal to identify the ways in which they will benefit from supporting the event

• Exhibitors: Produce exhibitor information pack in order to sell stand space at the conference. Co-ordinate the organisation of exhibitors. Prepare exhibitors' information and site plan.

• Promotion of the Conference: Identify ways of promoting the conference via various channels; websites, mailing lists, promotional literature, associations, societies and other organisations.

• PR Campaign: Draw up a media action plan together with timescales. Identify appropriate features, listings in trade and other related press.
  Submit releases including details on the conference and contact information.

• Advertising: Devise advertising plan to decide on the most effective ways of advertising the conference

Management on Site

• Final arrangement checks with venue
• Set up conference office
• Set up sponsors and exhibitors
• Set up registration and private check-in facilities
• Provide adequate signage (where permitted by the venue)
• Arrangements for telephone lines, faxes and Internet access
• Provision of photocopiers and other necessary equipment
• Supply of flowers for registration, dinner tables and conference room
• Provision of table menus, table plans and place cards.
• Provision for luggage storage, cloakroom, first aid facilities on site
• Arrange rooms for audio-visual set up and speaker rehearsals
• Briefing of chairman and speakers. Collect presentations
• Conference reporting, hearing loops and other delegate aids
• Handling question and answer sessions from the audience
• Briefing of staff and volunteers
• Provision of general information files on conference desk
• Handling of delegate queries and messages throughout the event
• Provision of secretarial and administrative assistance
• Hand out evaluation forms