conference planning presentation
TRANSCRIPT
Presented by
Lynn Vosssenior continuing education coordinator
Gina Ganahl, Ph.D.associate dean
University of Missouri-St. Louis, Division of Continuing Education
Define the conference parameters
Select the site
Establish the preliminary budget
Set general conference schedule
Identify keynote speaker(s)
Create a marketing plan
Solicit and select session presentations
Determine & plan required & optional elements
Implement the conference
Follow-up
Sponsoring organization(s)
◦ Planning committee/staff
Conference topic or theme
Participant demographics & number
Overall budget (general figure)
◦ Self-supporting vs. funded or sponsored
Length of conference
Conference dates
Location – city and state
Organization’s requirements
Ease of travel to and from, and around town
Relative cost compared to other cities
Weather during conference date(s)
Availability of conference facilities
Amenities of the city
Location of the organization’s last conferences
Conference center + off-site hotel◦ Advantages: Less expensive
◦ Disadvantages: Less convenient for participants Shuttle service between center and hotel needed Fewer options available- less location flexibility
Hotel with conference center◦ Advantages: Convenient for participants. No shuttle service needed Better networking opportunities for participants More location flexibility
◦ Disadvantages: More expensive (food, meeting space, AV equipment, etc.)
Items to consider:◦ Hotel layout – flow of meeting rooms, general session
space, meal facilities, check-in, exhibitor space, security, storage, speaker prep room…
◦ Site amenities
◦ Parking
◦ Food cost, including gratuities, & minimums
◦ Guest room attrition rate & penalties
◦ Complimentary rooms
◦ AV equipment cost or use of outside vendor
◦ Cost for exhibit amenities, i.e. pipe & drape, electric
◦ Flexibility for changing room block
Define Revenue Sources Define Expenses
Registration fees
Exhibitor fees
Meal fees
Sponsorships
Grants & Gifts…
Fixed expenses:◦ Speakers
◦ Entertainment
◦ AV equipment
◦ Marketing
◦ Hotel fees…
Variable expenses:◦ Meals
◦ Program book…
Major elements: Considerations:
Pre-conferences
General sessions
Concurrent sessions
Meals
Breaks
Social activities
Exhibition Hall
Meetings
Off-site activities
Keynote speaker(s) availability
Length of sessions
Networking opportunities
Time between sessions
Free time
Travel convenience
Topic
Expertise
Reputation
Availability
Cost
Relationship to organization…
Printed Materials:◦ Postcards
◦ Brochures
◦ Posters/Banners
◦ Fliers
◦ Booklets
Registration Details: ◦ Fee breakdown
◦ Early reg. discounts
◦ Modes of registration
Electronic Tools:o Email blasts
o Google Word Ads
o Phone inquiries
o Links from other organizations’ sites
o Electronic calendar postings
o Web site
Email & mailing lists are essential for a successful
marketing plan.
Tell everything about the conference!
Date & Location
Topic/theme
Schedule
Pre-conference information
Keynote speakers
Registration page
Call for proposals
Hotel information w/ link
City information w/ links
Transportation information w/ links
Awards nominations
Podcast of speakers or committee chair
Wiki or blog for pre-conference discussions
Contact information
Call for proposals – online or other
◦ Title & topic
◦ Description
◦ Presenter’s bio
◦ AV equipment needs
Committee selects presentations
Inform presenters
Schedule concurrent sessions
Create room schedule
Required Elements: Meeting room set-ups
Staffing, including the selection of moderators & facilitators
Sending confirmation letters w/directions & maps
Design printed materials – program book, meal tickets, etc.
Creating signage
Planning for audio-visual needs (AV equipment schedule)
Menu selection
Determine contents of program
Determine registration set-up on site
Check-in list(s), all elements of registration packet, walk-in registration forms, computer hook-ups in check-in area, name tags, supplemental information sheets, petty cash box
Optional Elements: Coordinate posters & poster materials for poster session
Plan entertainment
Establish giveaways
Coordinate with exhibitors
Exhibitor contracts & letters of solicitation
Plan field trips
Coordinate security for exhibitors & posters
Directory of attendees
CEU certificates or certificates of participation
Monitoring all required &/or optional details of the previously mentioned plan
Checking & confirming with all vendors and staff
Pay bills◦ Pay honoraria, travel vouchers, hotel bills, etc.
Finalize the budget
Collate & report conference evaluations
Organize files for the next conference
Send thank you notes to key volunteers
12 Establish dates & location – reserve meeting rooms
10 Prepare budget, establish fees, prepare proper forms initiating program/conference
10 Determine clientele and identify sources for mailing lists
10 Identify keynote speaker(s)
8 Order/prepare mail lists
8 First draft of brochure to Marketing
7 Proof brochure
6 Brochure printed
6 Brochure and labels to mail house in in-house mail room
6 Solicit & select concurrent sessions
5 Identify keynote speakers
5 Prepare confirmation letter and pre-registration materials
3 Determine & Plan Required & Optional Planning Elements
2-3 Order printed registration packet materials
2-3 Course notes to your Quick Copy shop
2 Arrange meeting room set-up, meals, breaks, etc.
2 Arrange audio-visual equipment
2 Make travel arrangements)
1 Reconfirm all meeting site arrangements, assemble all supplies, prepare registrant list
Lynn Voss, M.A. Senior Continuing Education Coordinator, Division of Continuing Education
University of Missouri-St. Louis
(314) 516-5972
Gina Ganahl, Ph.D.Associate Dean, Division of Continuing Education
University of Missouri-St. Louis
(314) 516-5925