Our Planning Guide

Compart’s Planning Guide for a Successful Event illustrates the components that must be considered in preparing for an event. We’ve identified just a few examples of tasks that would fall under each segment.

1. Site Selection

• Select facilities and negotiate contracts

2. Accommodations

• Develop and negotiate all bedroom requirements
• Advise delegates of conference hotel rates and provide efficient method of registration

3. Conference Theme and Program

• Develop necessary creative elements
• Develop overall education and social programs ensuring all objectives are met

4. Promotions and Marketing

• Develop promotional materials for mail-out lists and other
• Liaise with all suppliers on development and production of materials

5. Air Transportation

• Negotiate best rate available with selected air carrier for conference
• Liaise with delegates on transportation updates and special rates

6. Ground Transportation

• Negotiate all necessary ground transport contracts and liaise with supplier on scheduling
• Coordinate limousine service if required for VIPs

7. Registration — Advance and On-site

Advance Registration

• Accept completed registration forms including fees and develop database
• Prepare registration badges and kits

On-site Registration

• Coordinate on-site registration set-up and personnel scheduling
• Arrange for equipment check and "dry run" prior to the event including registration staff briefing

8. Facility Liaison

• Communicate with host facilities to arrange all room set-ups as well as prepare floor plans, food and beverage requirements and special services
• Coordinate technical requirements such as power and staging requirements with host facility

9. Speaker Selection

• Negotiate contracts with selected speakers
• Liaise with speakers advising schedules, accommodations, speaker support requirements, audio-visual requirements, etc.

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
• Arrange for equipment check and "dry runs" prior to event

11. Entertainment

• Negotiate contracts with selected acts
• Arrange for technical production required for entertainment and coordinate with facilities

12. Exhibits

• Design exhibit floor plan and assign Show Contractor
• Develop Exhibitors' Manual providing all details necessary for exhibitors

13. Sponsors

• Ensure sponsor benefits are delivered and properly executed
• Liaise directly with sponsors as required

14. Companion Program and Pre/Post Conference Tours

• Develop appropriate companion program and liaise with suppliers
• Review registration counts on a regular basis and provide staff to supervise programs

15. Conference Budget

• Prepare conference budget items including updates
• Prepare final actual budget

16. Critical Path

• Prepare critical path outlining tasks, deadlines and parties responsible
• Provide continuous update of critical path

17. On-site Management

• Supervision of all facility and supplier services
• Assist speakers prior to their presentations to ensure all equipment and support services are in place

18. Post Conference Report

• Prepare final event budget and submit final registration counts
• Provide comments on positive components and areas which must be revised