Successful Conference

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1 The Keynote Gide to Planning a Sccessfl Conference Dr Cathy Key A Keynote Networks Workbook

2 Contents Introdction...2 The Role of the Conference Organiser...3 Establishing a Committee...4 Creating a Bdget...5 Developing a Timeline Booking a Vene...10 Managing Abstracts and Papers...11 Registration...12 Speakers and Presenters...13 Sponsors and Exhibitors...14 Marketing and Pblic Relations...15 Printed Materials...16 Adio-Visal Reqirements...17 Accommodation...18 Transportation...19 Food and Beverage...20 Special Events...21 Breathing a Sigh of Relief...22

3 2 Introdction Are yo faced with ptting on a conference bt don t know where to start? Are yo trying to jggle conference planning with yor reglar job? Then this workbook is for yo. Getting organized: This step-by-step gide to planning yor conference is a practical tool that will allow yo to plot ot the critical path to sccess, develop a realistic timeline and allocate tasks to yor committee and helpers. Work smarter not harder: These days yo don t have to do everything manally. This gide incldes tips and tricks on how yo can se Conference Manager TM to provide yo with an extra pair of hands. Abot : TM is an online application that will help yo take care of the details as sch as: setting conference goals setting p yor registration process sending invitations booking transportation collecting abstracts and papers voting and management of abstracts managing adio-visal reqirements commnicating with delegates collecting payment evalating the sccess of yor conference Throghot this workbook yo will find advice abot how yo can se to get organized and give yor conference some extra sparkle. Call Dr Cathy Key to find ot how yo can se Conference Manager TM to make yor life easier. Or send an to and ask yor qestions.

4 3 The Role of the Conference Organiser When we think of a conference organiser, we typically think of the person responsible for all the conference logistics, however yor role as a conference organiser extends far beyond that. Yo are responsible not jst for the details bt also for the big pictre. Yo need to develop a vision for yor conference with realizable goals and objectives that is maintained and spported by the details of the event. Develop a vision for yor conference that incldes measrable goals and objectives Establish a committee Delegate tasks to committee members Develop a timeline Develop the conference program Hold reglar committee members to verify that committee members have the spport reqired to accomplish their tasks Hold a meeting after the conference and gather feedback on the conference process Send ot appropriate thank yo notes Developing a Vision If yo want to develop a vision for a sccessfl conference......ask yor attendees. A poll or srvey of yor potential attendees is a powerfl way to develop yor vision. Pt a srvey on yor website and start the conference bzz.

5 4 Establishing a Committee One of yor first tasks is to enlist some help! The easiest way to delegate tasks is to divide the biggest task (organizing the conference) into smaller areas of responsibility and then assign individals to these categories. Below is a sggested list of areas of responsibility to which yo can assign committee members. Responsibility Committee Member Phone Vene Accommodation Conference Program Speakers/Presenters Exhibits Registration Abstracts Marketing Printed Materials Adio/Visal Spplies Transportation Developing a Vision Food Sponsorship Use this table to keep track of which committee member is responsible for what. Yo may wish to provide a copy to each committee member as a contact list to enhance the commnication flow.

6 5 Creating a Bdget Every conference has a bdget. The bdget is based pon how mch income is expected from all sorces set against the expenses that are anticipated. In most cases yo will need to be realistic abot what is affordable within the limits of yor bdget income. Yo will find that some things that yo want will not be affordable and mst be scrapped. Always bear in mind that the price for services can almost always be negotiated. Most conference managers try to establish the amont they need that is the minimm. However, yor will find that yor bdget mst be continally reviewed. Here are some steps to follow: 1. Calclate expenditre: Identify expense categories based on conference programming (vene, website, registration, conferenece proceedings, speakers, secretariat, insrance, adio-visal, marketing, food/beverage etc) 2. Identify possible expenses within each category 3. Identify which expenses will be fixed and which will be variable (variable expenses tend to be based on the nmber of delegates e.g. meals, as opposed to fixed costs sch as marketing materials and adio-visal reqirements) 4. Calclate bdget income based on all potential sorces of revene e.g. sponsorship 5. Based on expenses, expected attendance and sponsorship determine the registration fee to cover shortfall 6. Distribte the bdget to the rest of the committee

7 6 Developing a Timeline A good timeline is essential to keep yo on track. A timeline can be as simple or as complex as yo want. The key is to make sre the timeline incldes hard deadlines, i.e. important dates for tasks that yo can t afford to over-rn. The form on the next page of this workbook provides a sample timeline which will give yo some idea of the types of items to inclde. Note that the timeline is actally shown in reverse starting with the date of the conference. This is a good way of working ot important deadlines. Yor timeline provides an overview of the tasks to be completed. Assign a committee member to each task and have them sign off completed items. Each area of responsibility, sch as registration, will actally be comprised of individal smaller tasks. This workbook will help yo break the larger tasks into comprehensive task lists. These task lists can then be added to yor timeline.

8 Conference Timeline 1 of 3 7 Or Conference Area of Responsibility Person Responsible Deadline Sign Off Set p registration desk Ship materials to site Adio-visal reqirements de Final deadline for meal orders Final deadline for accommodation Send program to attendees Pblish program on website Final registration deadline Send program to the printers Reserve transport for speakers Reserve hotel for speakers

9 Conference Timeline 2 of 3 8 Or Conference Area of Responsibility Person Responsible Deadline Sign Off Send room size specs to vene Order delegate bags/giveaways Early registration deadline Send ot meeting invitations Pblish provisional program Final paper selection Send papers for review Registration open Deadline for call for papers Invite speakers for plenary sees. Open call for papers

10 Conference Timeline 3 of 3 9 Or Conference Area of Responsibility Person Responsible Deadline Sign Off Lanch conference website Vene selection Site visits Site RFPs deadline Finalize bdget Prepare site RFPs Determine goals and objectives

11 10 Booking a Vene Prepare site RFP: RFP s de back: Decision Date: 1. Establish yor needs (nmber of attendees, space reqirements, dates etc) 2. Do a vene search (sites, weather, social activities, accommodation) 3. Identify several facilities eqipped to meet yor reqirements 4. Prepare a Reqest for Proposal (RFP) 5. Send ot RFP s 6. Visit sites (if possible) 7. Decide on a vene 8. Sign a contract with the chosen vene 9. Inform all venes to which yo sent ot an RFP of yor decision Controlling Costs Providing yor vene and other sppliers with timely, accrate information will go a long way towards ensring yor ability to control costs. Use to provide a single point of contact for yo, yor delegates and yor sppliers.

12 11 Managing Abstracts Open Call for Papers: Notify athors of decision: Close Call for Papers: Send to pblisher: 1. Prepare the call for papers (wording, layot etc) 2. Establish a deadline for paper sbmission 3. Pblicize the call for papers (via a website, , reglar mail, jornals etc.) 4. Find reviewers and establish their area of expertise 5. Accept paper sbmissions (via web site sbmission, , reglar mail, fax) 6. Send ot confirmations of receipt of paper sbmission 7. Assign reviewers to each paper 8. Circlate the papers to each reviewer 9. Follow p with reviewers to ensre they are on track 10. Collect reviewer comments 11. Make the final paper selections 12. Notify athors of acceptance or rejection 13. Prepare accepted papers for pblication 14. Send papers to pblisher for print 15. Pblish the papers online 16. Follow-p corrections/pblications/fll papers after the conference. Call for Papers Collecting paper sbmissions by fax, mail or is very time-consming. Use to pt yor paper sbmission and review process online. Saves time (no data entry!) Ensres that papers are in the right format Streamlines the review process Atomates commnication with athors and reviewers

13 12 Registration Open Conference for registration: Early bird deadline: Final Deadline: 1. Determine early-bird and final registration dates 2. Decide on a registration procedre (e.g. online, paper-based or both ) 3. Choose an online registration system 4. Determine the price for the conference 5. Determine which payment options yo will accept (e.g. cheqe, visa, mastercard) 6. Set p a merchant accont for credit card payments 7. Decide on a cancellation policy 8. Create the registration form, inclding additional items sch as: a. Meals and dietary reqirements b. Accommodation c. Transportation d. Sessions and workshops e. The social program f. Sposal packages 9. Pblish yor registration form (online and/or on paper) 10. Determine yor onsite registration procedre and hire additional staff if necessary 11. Send confirmation of registration to delegates pon receipt of payment 12. Create conference packages 13. Meet yor staff or volnteers onsite and get ready to greet attendees Online Registration Online registration is more professional, secre and more reliable than paper-based methods. It also makes bdgeting and organization a lot easier. s online registration tools will: Save time Keeps yor registration information at yor finger tips Atomate confirmations and commnication with attendees Ensre a secre, reliable registration process for the attendee

14 13 Speakers and Presenters Sign p speakers: Send information package: 1. Research and select speakers 2. Sign and collect contracts with all speakers 3. Create and send ot a conference information package to all speakers containing a. Committee point of contact b. Review of conference goals c. Adience demographics d. Presentation handot procedres e. Hotel and transportation information f. Finalized agenda g. Compensation information 4. Arrange for speaker spport (one point of contact to have their needs met) 5. Arrange for speaker adio/visal and other reqirements 6. Collect speaker biographies for their introdction 7. Arrange for speaker accommodation and transportation and confirm arrival times 8. Arrange for speaker compensation Tips and Tricks If yo are hiring a speaker ask for an adio or video preview of their presentation. Also, ask how the speaker is planning to cstomize their presentation to meet yor objectives. Use online srveys to help find ot yor adience s interests and provide the speaker with the reslts.

15 14 Sponsors and Exhibitors Final deadline for sponsorships: Lanch exhibitor registration: Order exhibitor materials: 1. Create a list of potential sponsors 2. Prepare a sponsor package otlining the benefits of sponsorship 3. Sign and collect contracts from exhibitors and sponsors 4. Create and send ot an information package for exhibitors containing a. Committee point of contact b. Review of conference goals c. Procedral instrctions d. Finalized agenda e. Floor space allocation 5. Map ot floor space for exhibitors 6. Find ot exhibitor reqirements and order booths etc Tips and Tricks Use yor website to attract sponsors and exhibitors to yor event. Pt yor sponsor and exhibitor information packs online. Use online registration to allocate exhibitor booths. Pt yor exhibitor floor plan online prior to the event. Featre yor sponsors logos prominently on yor website.

16 15 Marketing and Pblic Relations Lanch conference website: Send Invitations: Send press releases: 1. Develop a promotional website 2. Create and send ot press releases and mass mailers 3. Gather location promotional material (from chamber of commerce or torism agency) 4. Approach transportation and accommodation facilities to negotiate special conference rates 5. Convey the message that the conference organizers will go ot of their way to provide a positive experience to all participants 6. Provide an opportnity for the media to participate in getting the message ot e.g. offering interviews with keynote speakers, negotiating for the prodction of a radio or television show Event Website Checklist The top 10 mst-haves for yor event website: Meeting title, dates, vene and contact details (on the opening page) The agenda and information on speakers Registration information and an online registration form Who shold attend and the benefits of attending The meeting s goals and objectives Sponsor and Exhibitor information Accommodation information Local information (maps, city information, local restarants etc.) Travel information Call for papers (if applicable) will allow yo to keep yor website p-to-date and professional, yorself, even if yo know nothing abot the web.

17 16 Printed Materials Send registration package to printers: 1. Identify signage and other printed materials reqirements 2. Determine whether printed materials can be designed in-hose or mst be otsorced 3. Create brochres 4. Create marketing and conference identification materials 5. Create registration packages 6. Send ot an RFP to several printing companies 7. Sign contract with printing company Branding and Identity Consistent branding is essential to give yor conference an identity. This means sing the same logo, colors, graphics and fonts on yor printed materials that yo have on yor website. Redce costs and be kind to the environment by providing as mch information as possible on yor website.

18 17 Adio-Visal Reqirements Order adio-visal eqipment: Test room setps: 1. Ascertain the adio-visal reqirements for each segment of the conference (presentations, reception, breakots etc) 2. Contact speakers to find ot abot any special needs or reqirements 3. Contact the vene to establish whether or not adio-visal reqirements can be provided for in-hose by the vene. Ask whether or not it is possible to otsorce adio-visal 4. Contact adio-visal company to get a qote for otsorcing yor adio-visal reqirements 5. Sign a contract with adio-visal company 6. Arrange for an adio-visal technician to be onsite for trobleshooting 7. Assign a conference worker to verify that adio-visal is fnctioning properly before each session 8. Establish secrity measres for adio-visal eqipment Tips and Tricks Use an online form to collect the adio-visal reqirements of yor speakers before the event. Ask yor speakers if they reqire facilities for their presentation ahead of time.

19 18 Accommodation Contracts with hotels: Accommodation booking deadlines: 1. Establish what accommodation is available arond the conference site 2. Negotiate room rates for participants with hotels and/or other accommodation providers 3. Sign a contract with hotels for provision of accommodation 4. Establish booking/registration procedres 5. Establish accommodation booking deadline 6. Convey accommodation information and booking deadlines to participants 7. Confirm room bookings with hotels Tips and Tricks Pblish accommodation information on yor website. Be sre to inclde pictres, descriptions, rates, booking deadlines and contact information. Usally delegates will book their accommodation directly with the hotels. However, if yo are sing University Halls as an option yo may need to inclde these in yor delegate registration process.

20 19 Transportation Finalize transportation contracts: 1. Contact a local transportation provider to transfer yor delegates between events and venes as well as airports and other providers as soon as yo have chosen yor host city 2. Contact the local Visitor and Convention Brea or Conference Centre for athorized carriers in the local area 3. Negotiate deals with transportation companies for disconts for participants 4. Be sre to get copies of licensing, insrance and any permits they will need to provide yo with the services yo reqire. 5. Convey transportation information to participants Tips and Tricks Booking all travel arrangements via the online conference registration site will provide yo with a manifest of the travel arrangements for delegates, speakers and organizers. This simplifies delegates transfer arrangements to their accommodation And gess what? Yes, can do this for yo too.

21 20 Food and Beverage Contract with caterer: Send final food and beverage reqirements to caterer: 1. Identify yor expected food and beverage needs (how many attendees for how many meals and breaks) 2. Find ot what the conference facility has to offer and whether they allow otside catering 3. Get men options from caterers 4. Decide who yo will be catering yor conference 5. Book the caterer 6. Sign contract with caterer 7. Implement a strategy for identifying and accommodating dietary restrictions 8. Send final food and beverage reqirements to the caterer Protect yor Bottom Line Make sre that yo give the caterer accrate information abot meal reqirements last minte changes and inaccracies in this area can be particlarly costly. Use yor registration form to collect information abot meal reqirements and special dietary needs. Use to provide real-time information abot delegates meal reqirements.

22 21 Social Events Deadline for social event registration: Provide booking nmbers to tor operators etc.: 1. Contact the local Visitor and Convention Brea or Conference Centre for sggestions for social events and trips 2. Research local tor operators. Most tor operators are happy to cstomize yor tor to yor needs 3. Visit venes and attractions and reqest tors from locals who are in the know 4. Identify all social events to be offered by the conference, inclding sposal programs 5. Determine which events will reqire registration 6. Implement a registration procedre for social events Tips and Tricks Pt photos and descriptions of social event and tors on yor website Online registration provides flexibility for yor delegates and keeps yo p-to-date with their reqirements has bilt-in registration forms for trips, tors, gest and children s programs

23 22 Breathing a Sigh of Relief Congratlations! Yo are now well on the way to getting yor conference on the road. Now yo have completed the workbook yo will have a timeline and a team of helpers to pt yor schedle into action. Make sre yo give everyone a copy of their timeline and allocated tasks. Getting Advice I wrote this workbook following my own experiences rnning academic conferences and from working with meeting planners and conference organizers across the world. Dr Cathy Key, President, Keynote Networks Ltd. Every conference is niqe. I d love to hear abot yor conference and help yo find new ways of addressing some of yor challenges. Please contact me for a free, 30 minte consltation abot yor event. Dr Cathy Key Tel (toll free): Online registration and payment Instant Reporting - No more data entry Instant commnications No more overload Online abstract sbmission and review Event websites that yo manage yorself Invitations and promotion

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