| 
View
 

Conference Planning Checklist

Page history last edited by Bill James 9 years, 6 months ago

 

 

WCCWTC CONFERENCE PLANNING CHECKLIST

 

 

(10 months out)  - Committee Meets

__ Committee Discusses and Finalizes Host Site

 

(9 months out)  – Committee Meets

__ Committee considers conflictual dates and relays to Hosts 

__ Host Proposes Potential Dates

• Work simultaneously with the conference location to get the best deal

__ Host Initiates Conference Location Search

• Draft a RFP outlining your needs for the conference including estimated attendance, times, room needs, food needs, etc.  

• Send out to about 5 venues that would be appropriate.  

__ Host Initiates Conference Lodging Search

• If not arranged as part of the conference location,

• Draft a RFP outlining your room needs  

• Send out to about 5 venues that would be appropriate.  

__ Rough budget is drafted with proposed registration fees

__ Committee decides on conference theme

 

(7 months out)  – Committee Meets

__ Host Proposes Final Dates

__ Host Provides Information Regarding Results of Conference Location Search

• Top location site(s) is identified

• Follow-Up questions from committee are noted

• Tours of facilities are arranged to get questions answered   

• Contracts signed

__ Host Provides Information Regarding Results of Conference Lodging Search

• Top location site(s) is identified

• Follow up questions from committee are noted

• Tours of facilities are arranged t get questions answered

• Contracts signed

 

(6 months out)  – Committee Meets

__ Committee decides on format of the conference

__ Committee and Hosts explore possible special events to be part of the conference; Hosts follow up to obtain additional information

__ Committee and Host finalize and send out Call for Presentations (presentations go to Program Chair)

__ Committee and Host finalize and send out Save the Date

__ Committee begins contacting potential keynote and plenary speakers

 

 

(5 months out)  – Committee Meets

__ Registration/Website build initiated

__ Conference Program draft initiated

__ Committee continues discussion around conference format, activities, etc 

 

(4 months out)  – Committee Meets

__ Program Chair sends Committee the Presentations, committee makes recommendations, and assigns members for follow-up

 

(3 months out)  – Committee Meets

__ Committee finalizes presentation selection

__ Contact Speakers to verify acceptance of presentation, verify needs such as audio, and request CEU information, and give deadline for materials to go up on the WIKI

__ Program Chair creates workshop grid

__ Program Chair amends workshop grid as needed

__ Hosts finalize Conference Program

__ Hosts finalize conference website/registration site

__ Registration goes live

__ CEU credit applications are submitted

__ Order tote bags

__ Finalize coordination of extracurricular event – Virginia City Tour

__ Finalize coordination of reception/birthday party

 

(2 months out)  – Committee Meets

__ Hosts work with conference site/lodging to finalize menus, set up, AV, etc.

__ Arrange conference staff/volunteers and identify needs 

__ Identify and purchase any gifts, tokens, etc

__ Decide need for centerpieces or other table decorations

__ Monitor registration & resend invitation as needed

 

(1 month out)  – Committee Meets

__ Arrange for A/V equipment needs

• 4 Projectors (Jen has 1)

• 4 Speakers (Jen has 1)

• 4 Computers (Jen has 3)

• 4 Cables (Jen has 1 + mac adapter)

__ Conference Program Printing, Poster Printing

__ Prepare Evaluation Forms

__ Finalize committee member responsibilities

• Introduction of plenary speaker

• Welcome to conference

• Workshop monitors

• Evaluation

__ Get committee member cell phone info; create contact info sheet for registration desk

__ Obtain materials for goodie bags

• Local maps and information

__ Verify payment for venue is in order

 

2 Weeks Prior:

__ Assign Workshops to Rooms/Arrange for Signage

__ Print Schedule with Workshop room assignments

__ Send reminders to presenters of date, time, room assignment, and emergency contact information

__ Create/Assemble

• Information packets:

o Schedule with workshop room assignments

o Getaway Planner (P/U from Bonnie at RTSCVA week of 7/6)

o Restaurant List

o Transportation Schedule

o Giveaways and Goodies

• Consider sending welcome letters and agenda to the hotel for distribution upon check-in.  (Note:  1-2 pages max. as most hotels will not be willing to distribute more)

• Signs for Registration, parking direction, if needed.

• Signs to guide visitors to the proper lecture halls for each session – place on easels throughout the venue.

__ Print sign-In Sheet with CEU’s needed check box

__ Print CEU Certificates 

 

1 Week Prior:

__ Give final numbers to venue per established deadline & identify any special dietary needs (July 21)

__ Confirm room set-up with Atlantis

__ Hosts write welcome and logistics speech

 

Week of Conference:

__ Print registration listing of participants

__ Print name tags

__ Monday - Pick up 4 projectors and clickers from @One equipment in MIKC

 

Pre-Institute 

__ Set up registration table (Registration begins at 8am and open all day)

• Registration list

• Sign in

• Sign-Up for Pre-Institute Networking Dinners

• Name badges

• Stuffed bags

• Mints

__ Set up projectors stations in room

• Projector

• Computer

• Cables

• Speakers

__ Room Host – Emerald A

• Hand out and collect evaluations

• Monitor Sign in sheet

• Monitor CEU distribution

__ 3pm - Call Bistro Napa, Oyster Bar, an Café Alfresco with dinner reservation #s

__ Take down projector station and store locked space

__ Tear down registration table

 

Day 1 of Conference (Wednesday, July 29th)

__ Set up registration table (Registration begins at 8am and open all day)

• Registration list

• Sign in

• Name badges

• Stuffed bags

• Mints

__ Set up projectors stations in all 4 rooms

• Projector

• Computer

• Cables

• Speakers

__ Room Hosts Identified

Room Host – Paradise E (9-10:30am)

• Hand out and collect evaluations

• Monitor Sign in sheet

• Monitor CEU distribution

Room Host – Emerald A (10:45-12:15; 1:15-2:45; 3-4:30)

• Hand out and collect evaluations

• Monitor Sign in sheet

• Monitor CEU distribution

Room Host – Emerald B (10:45-12:15; 1:15-2:45; 3-4:30)

• Hand out and collect evaluations

• Monitor Sign in sheet

• Monitor CEU distribution

Room Host – Emerald C/D (10:45-12:15; 1:15-2:45; 3-4:30)

• Hand out and collect evaluations

• Monitor Sign in sheet

• Monitor CEU distribution

__ Take down projector station and store locked space

__ Tear down registration table

 

Day 2 of Conference (Thursday, July 30th)

__ Set up registration table (Registration begins at 8am and open till 12 but table hosted all day)

• Registration list

• Sign in

• Name badges

• Stuffed bags

• Mints

__ Room Hosts Identified

Room Host – Paradise E (9-10:30am)

• Hand out and collect evaluations

• Monitor Sign in sheet

• Monitor CEU distribution

Room Host – Emerald A (10:45-12:15; 1:15-2:45; 3-4:30)

• Hand out and collect evaluations

• Monitor Sign in sheet

• Monitor CEU distribution

Room Host – Emerald B (10:45-12:15; 1:15-2:45; 3-4:30)

• Hand out and collect evaluations

• Monitor Sign in sheet

• Monitor CEU distribution

Room Host – Emerald C/D (10:45-12:15; 1:15-2:45; 3-4:30)

• Hand out and collect evaluations

• Monitor Sign in sheet

• Monitor CEU distribution

__ Take down projector station and store locked space

__ Pack up registration table

 

Day 3 of Conference (Friday, July 31st)

__ Registration over but table hosted

__ Room Host Identified

Room Host – Emerald A/B (9-11)

• Hand out and collect evaluations

__ Return 4 projectors and clickers to @One equipment in MIKC before 5pm

Week after Conference:

__ Send thank you notes

__ Arrange for payment to venue

 

Month after Conference:

 

__ Run report on evaluation for next year’s committee

__ Finalize account and send to committee

__ Arrange to have balance of conference account forwarded to next host University

 

 

 

Comments (0)

You don't have permission to comment on this page.