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
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