Ask The National Conference Planning Tips. Chris Brown, CEM, CMP WOCN Director of Exhibits Debi Maines, CMP WOCN Director of Meetings

Transcription

1 Ask The National Conference Planning Tips Chris Brown, CEM, CMP WOCN Director of Exhibits Debi Maines, CMP WOCN Director of Meetings

2 Education/Content Planning The first thing should be to identify the overview and objectives for your activity. Review attendee evaluations to identify what sessions were popular and what sessions were not well attended. Know your ANCC Provider needs and incorporate them into your planning process.

3 Prepare a Budget Prepare a budget based on the previous year s budget. Take into consideration what was over and what was under budget.

4 Prepare a Budget (Cont d) Income Items: Registration Fees Exhibit Booth Sales Sponsorships Advertisement Sales Interest Earned Expense Items: Space Rental Audiovisual Speaker Expenses (honoraria, travel) Food and Beverage Volunteer Costs Temporary Staff Gratuities Design, production and mailing of marketing materials

5 Prepare a Budget (Cont d) Expense Items (Cont d) Printing and copying Advertising Costs Shipping Phone Bank Charges Postage Registration Costs Signs Exhibit Expenses Special Events Gifts and Amenities Transportation

6 Prepare a Budget (Cont d) There are three types of costs Indirect Costs Fixed Costs Variable Costs

7 Prepare a Budget (Cont d) Indirect Costs Listed as overhead. These are expenses not directly related to the meeting, i.e. if you have paid staff or office overhead or equipment.

8 Prepare a Budget (Cont d) Fixed Costs These expenses are incurred regardless of the number of attendees. Meeting Room Rental Audiovisual Equipment A profit can be listed as a fixed cost.

9 Prepare a Budget (Cont d) Variable Costs Expenses that vary based on the number of attendees Food and Beverage Attendee Handouts

10 Prepare a Budget (Cont d) Break Even Formula To calculate the number of attendees you will need to break even, subtract your variable costs from the registration fee to get the contribution margin, then divide your total fixed costs by the contribution margin.

11 Prepare a Budget (Cont d) Break Even Formula Break-Even Units = Total Fixed Costs (# of Attendees) Contribution Margin (Registration Fee Variable Costs)

12 Prepare a Budget (Cont d) Break Even Formula (Registration Fee) The Break Even Formula can be used to calculate your registration fee. Add the total fixed costs and the variable costs., then divide by the number of attendees to determine the registration fee you must charge to break even.

13 Prepare a Budget (Cont d) Break Even Formula (Registration Fee) Registration Fee = Total Fixed Costs + Variable Costs Number of Attendees

14 Site Selection Request for Proposal (RFP) Is necessary to query a number of potential locations. The following should be included in your RFP:

15 Site Selection (Cont d) Goals and Objectives of the meeting Profile of your organization Preferred dates including the pattern (Mon-Wed) History of previous meetings Room pickup Food and Beverage Number of Attendees Locations Number, size and usage of meeting rooms Number and type of sleeping rooms Tentative program schedule Registration Area Range of acceptable sleeping room rates Dates and types of food and beverage needs Exhibits and other special events Audiovisual requirements

16 Speaker Logistics Create a speaker database to include: Speaker name and credentials Address Phone, Fax and Information received Speaker Contract Disclosure Biographical Data Handout Materials received Special AV requirements

17 Speaker Logistics (Cont d) Speaker Communication Contract to speaker outlining what will be covered and what is expected Speaker Disclosure Information Form Handout Material Information Include deadline date, how it should be sent Biographical data for attendee handouts

18 Meeting Logistics Registration Make process easy for attendees

19 Meeting Logistics (Cont d) Room Set Up Plan alternative seating should you go over your estimated attendance. Get a drawing of how the room will be set from the hotel. Crescent rounds are favorable for a plated food educational function.

20 Food and Beverage Logistics Make a cheap reception look expensive by using rounds and white and black table cloths, votive candles (instead of centerpieces) and piping in music. Rather than a buffet serve hand passed hors d eourves. Ask for smaller coffee cups to stretch a gallon of coffee.

21 Food and Beverage Logistics (Cont d) Let your Convention Services Manager know what your budget is and ask if the chef can work with you on what you have to spend. Try Ganging menus. If there is another event being held at the hotel at the same time, ask if you can serve the same thing to save money.

22 Food and Beverage Logistics (Cont d) Serving plated meals instead of buffets are cheaper. If you have to serve a buffet, ask if you can get a cheaper price by removing some of the items. To figure out your guarantees for the hotel, please remember you always have a percentage of drop off.

23 Audiovisual AV is the most important part of your program. Look at your AV equipment list very carefully and try and work with the AV department on reducing your costs, i.e. you don t need a mixer if you only have one microphone.

24 Event Specifications Book A specifications book should be sent to the hotel and any other vendors that will be involved with your event. It is best to put in a binder for easy addition and retrieval of any necessary paperwork.

25 Event Specifications Book (Cont d) The following should be included in your binder: General Information Group Contact Information Group name Contact name and title Organization Address (Shipping/mailing) Phone Numbers (voice and fax)

26 Event Specifications Book (Cont d) General Information (Cont d) Meeting Planner Contact Information Name and Title Organization Contact Information Meeting Goals and Objectives Meeting Dates Meeting Location Number of Attendees Group Profile and Demographics Other Contact for the Organization and Their Roles Emergency Polices and Phone Numbers

27 Event Specifications Book (Cont d) Financial Information Authorized Signatures for Event Facilities and Services List suppliers with contact names, address and numbers Hotel Audiovisual Supplier

28 Event Specifications Book (Cont d) Logistics Reservation Procedures for hotel Registration Procedures for meeting Function Room Set Ups Event Orders Set Up Diagrams Audiovisual Needs Special Needs (diet, traditions, disabilities, etc.)

29 Event Specifications Book (Cont d) Program Day to day and hour by hour event schedule Meetings Meals Food and Beverage Information Banquet Event Orders (BEOs)

30 Event Specifications Book (Cont d) Exhibits Move-in and Move-Out Times Exhibit Hours Number of Exhibits Exhibitor List Floor plan for exhibit hall BEOs for exhibit hall

31 Pre-Convention Meeting A meeting with the hotel prior to the start of the meeting is key. The meeting allows you to go over details related to the entire event. Should hold this meeting at least a day or two prior to the start of the meeting.

32 Exhibitor Logistics Prepare an invitation to exhibit (exhibitor prospectus) to include: Application/Contract Number of Attendees Dates/Times of Exhibiting Booth Size Booth Fees Terms of Payment Schedule of Events Rules/Regulations Floor Plan Contact name information

33 Exhibitor Logistics (Cont d) Prepare a written confirmation process of all details. Track exhibitor participation, maintain a database. Invite vendors to participate, use an RFP whenever possible. Develop set up and tear down information memo.

34 Exhibitor Logistics (Cont d) During your meeting publicly and individually recognize exhibitors. Deliver promised packaged items to exhibitors.

35 Post Event Report This report is important to capture all areas of your event. This history is invaluable to your organization so that you can track attendance trends, etc.

36 Post Event Report (Cont d) The following items should be included in the Post Event Report Final Number of Registrants Final Hotel Room Pick Up A final financial report CHRIS WHAT ELSE?