| Checklist Item |
Status
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Phase 1 of Planning a Conference: 6 to 12 months in advance
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Finalise conference dates
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| Establish a conference planning committee |
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Establish conference theme and objectives
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Determine the conference budget and registration fee (if applicable)
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| Identify sponsorship goals and potential sponsors |
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Agree on the location of the conference
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Appoint and brief graphic designer on design of conference logo, brochures and other print material
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Phase 2 of Planning a Conference: 4 to 6 months in advance
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| Revise budget looking at whether or not sponsorship goals have been met |
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| Determine the length of the conference and daily start and end times |
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Define entertainment and team building activities
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Agree on a preliminary list of conference attendees and presenters
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Book a conference venue, social activities and workshop rooms
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Determine food and beverage requirements and discuss menu suggestions with the venue.
Note: Silverwood Manor provides tea, coffee, fruit juices, pastries, 3 course lunch and high tea. We will gladly customise packages to suit your requirements
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Send an initial email to attendees advertising the date, location, venue and theme. Purpose of email is to encourage attendees to book the conference in their diaries now!
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Book accommodation for conference attendees and presenters
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Finalise audio visual equipment requirements with venue
Note: Silverwood Manor provides overhead proximas and stereo sound equipment in both conference venues, however other conference venues may require you to provide your own equipment.
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| Arrange for any on-site communication needs such as internet provider, telephone accessibility, office services |
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Develop a preliminary conference agenda, identifying presenters, workshop facilitators and keynote speaker requirements
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Identify conference staff requirements e.g. registration staff, runners, exhibit coordinators, assigned hosts for VIPs
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Finalise internal presenters and facilitators
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Identify and book external presenters and keynote speaker
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Create a conference marketing plan. This will include email teasers, printed brochures, web site announcements.
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Finalise and sign off conference logo
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Announce the conference on your website with preliminary details
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Agree on conference gifts and promotional items – attendees, presenters, give-aways, prizes
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Identify suppliers and place orders
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Phase 3 of Planning a Conference - 3 months in advance
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Define what material needs to be included in registration pack
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| Order necessary signs, conference banners and room signage. |
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Recruit conference staff requirements e.g. registration staff, runners, exhibit coordinators, assigned hosts for VIPs
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Finalise conference agenda and daily events – team building and social activities
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Request workshop descriptions, presentation descriptions and presenter profiles
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Determine presentation and workshop requirements with facilitators/presenters - audio visual, workshop room layout, props
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Book flights and rental cars
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Plan the registration process: – deadline for early bird and final registrations, where the registration information will be captured, information for online booking, payment processing, confirmation with attendees
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Send conference details to your web master – promotional copy, conference logo, conference agenda, presenter profiles, keynote speaker profile, workshop descriptions, daily events, conference booking form, information on the location (map, weather link)
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Open conference bookings for early bird registration
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Phase 4 of Planning a Conference - 4 to 6 weeks in advance
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Identify stationery requirements and order supplies
Note: please speak to Silverwood Manor as we will provide most of your stationery requirements
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| Confirm audio visual requirements with venue or external suppliers |
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| Copy all material that will need to be distributed |
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Create final attendee and presenter list
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Phase 5 of Planning a Conference - 2 weeks in advance
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Finalise the menu with the venue and confirm final count of meals required. Confirm any special dietary requirements.
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| Collect conference signage and banners and ship to venue |
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Send through any final instructions for presenters
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Create and print session evaluation forms
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Draw up a task list and instructions for conference staff
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Train conference staff
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Create a supply kit for staff organisers (stapler, scissors, markers, blank name tags, extension cord(s), pens, paper clips, sticky notes)
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Prepare conference packs (agenda, conference brochure, maps, paper, pen, conference gifts etc.)
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Phase 6 of Planning a Conference - 1 week in advance
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| Check weather report for possible delays and determine a back-up plan for weather dependent activities |
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| Coordinate delivery of special guestroom deliveries such as VIP gifts or employee incentive gifts |
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| Meet with necessary security and parking officials to coordinate logistics |
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| Confirm rooming list with registration desk and procedure for check in |
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| Double check rooms for VIPs and those with special needs. |
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| Discuss with front desk, appropriate information to be included on notice boards. |
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Phase 7 of Planning a Conference - 1 to 4 weeks after
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| Send thank you notes to venue and to staff that went above and beyond to ensure success of the conference |
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| Send thank you notes to VIP's for their attendance where appropriate |
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| Prepare final report to include conference evaluation results, meeting notes, etc. and include suggestions and recommendations for future meetings |
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| Review all invoices for accuracy and arrange payment |
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