Planning Guide

There are many components involved in the planning and execution of a conference. Each component is identified below with a list of tasks normally required to complete each segment of the overall conference planning. While all of these items may not apply to your specific conference, this list should serve as a tool to identify your specific needs.

1. Site Selection

Select host facility and off-site facilities
Contract negotiations with host hotel
Assign space to best fit the needs of the conference

2. Accommodations

Develop bedroom requirements, negotiate contract with host hotel
Provide ongoing liaison with hotel to ensure release dates are met
Advise delegates of conference rate at host hotel and provide method of registration directly with hotel or through conference registration
Check conference registration against bedroom pickup to determine whether rooms should be released to avoid unnecessary costs

3. Conference Theme and Program

Develop conference theme to provide continuity throughout the conference
Arrange for graphic designer to develop conference logo
Develop overall program ensuring all educational elements and objectives are met
Incorporate social program, keeping within the conference theme

4. Promotions and Marketing

Develop invitation list
Develop promotional material for mailout to invitation list
Design registration form and develop registration process

5. Air Transportation

Negotiate the best conference rate available with air carrier and assign an official air carrier to the conference
Provide information to delegates so they can take advantage of the discounted rates

6. Ground Transportation

Negotiate contract with bus company to provide city and out of town service
Coordinate limousine service if required for VIPs
Communicate with supplier to provide revised schedules as the event approaches
Coordinate bus schedule during the event

7. Registration — Advance and On-site

Advance Registration

Develop initial conference mailout information pieces, including registration form
Accept completed registration forms
Accept registration fees and maintain accounting record
Design and develop on-line registration process on secure website
Develop registration database with detailed information on all components of the conference
Compile ongoing registration reports from database
Send confirmation letters and receipts to delegates
Prepare registration badges, and sort alphabetically prior to going on-site
Assemble registration kits

On-site Registration

Coordinate on-site registration setup, ensuring proper traffic flow and efficient processing of delegates
Arrange for equipment check and "dry run" prior to the event including a registration staff briefing
Provide appropriate number of registration staff to efficiently process all delegates
Ensure registration desk includes an overall information area

8. Facility Liaison

Communicate with host facility to arrange all room setups, prepare floor plans, food and beverage requirements and special services
Prepare Event Orders detailing all requirements for submission to host facility in advance and review prior to the event
Provide meal guarantees to host hotel ensuring deadlines are adhered to
Coordinate technical requirements such as power and staging requirements with host facility
Coordinate signage requirements and arrange supplier

9. Speaker Selection

After consultation with the Planning Committee, make recommendations on speakers and provide associated costs
Negotiate contracts with selected speakers
Liaise with speakers advising schedules, accommodations, speaker support requirements, audio-visual requirements, etc.
Arrange speaker gifts

10. Audiovisual / Technical Requirements

Coordinate all audiovisual requirements for speakers, moderators, etc., and prepare Request for Proposal for an audiovisual supplier and negotiate final contract
Prepare audiovisual check list for presenters and coordinate all audiovisual requirements to ensure proper equipment is ordered and avoid last minute problems
Provide continuous update and liaison with appointed audiovisual supplier providing them with room layouts, setup times, agendas, etc.
Arrange for equipment check and "dry runs" prior to the event, preferably the evening before
Ensure presenters' requirements are compatible with equipment supplied
Arrange for speaker preview room if necessary and coordinate time schedules with all presenters

11. Entertainment

Provide suggestions for entertainment, keeping with the overall conference theme
Negotiate contracts with selected acts
Arrange for technical production required for entertainment
Communicate with technical supplier
Coordinate entertainment requirements with appropriate facilities

12. Exhibits

Develop exhibit registration form
Design exhibit floor plan
Assign show contractor to deliver services — pipe and drape
Develop Exhibitors' Manual providing all details necessary for exhibitors to efficiently set up their displays
Provide ongoing liaison with Show Contractor providing updated floor plans, exhibitor names and booth numbers
Communicate regularly with all exhibitors and suppliers
Provide on-site supervision of exhibit move in, show and move out

13. Sponsors

Ensure sponsor benefits are delivered (e.g., signage opportunities, display areas)
Liaise directly with sponsors as required

14. Companion Program and Pre/Post Conference Tours

In consultation with the Planning Committee, develop appropriate companion program
Contract negotiations with host hotel
Identify companion program options in the registration form
Review registration counts on a regular basis
Provide staff to supervise each program during the event

15. Conference Budget

Prepare conference budget items which relate directly to specific event components of the conference
Update budget and submit to the Planning Committee
Prepare final actual budget

16. Critical Path

Prepare critical path outlining tasks, deadlines and parties responsible
Work with Planning Committee to ensure their deadlines are met
Provide continuous update of critical path

17. On-site Management

On-site management includes the supervision of all facility and supplier services from setup to event times and dismantle
Supervise registration layout and equipment setup
Liaise with facility representatives and supplier contacts to advise on any last minute changes and agenda updates
Assist speakers prior to their presentations to ensure all equipment and support services are set
Supervise on-site exhibit setup, show and dismantle
Update host facilities on accommodation requirements
Provide ongoing communication with Planning Committee
Arrange for shipment of any materials to appropriate destination after the conference

18. Post Conference Report

Prepare final event budget
Submit final registration counts
Provide comments on positive components and areas which must be revised for any future events