Conference Planning

Conference Planning Administrative Support Job Description and Role(s)        

Basic document management.

Experience with event or corporate level meeting planning and scheduling is required.

Ability to work independently within a defined set of goals and objectives under existing office processes and Customer guidance.

Ability to translate Customer defined planning and logistics needs through communicating with internal and external participants and logistics providers, and schedule the needs of both.

Ability to create and manage the event schedule and interact with the Customer Management for verification of schedule.

Strong verbal and written communications skills.

Strong computer skills using standard MS Office applications.

Set-up a mobile app to the event (See Guidebook.com) Interactive

Create: EVENT PLANNING CHECKLIST Planning – Step One 

Determine the type, size and atmosphere of the event.

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Set up your record-keeping process and create an event binder.

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Select location and plan logistics (room set-up, food, audiovisual equipment, accessibility for the physically challenged, etc.).

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Develop the budget, timeline and event agenda.

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Recruit and secure sponsors, if necessary.

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Identify and invite speakers.

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Determine what materials and services you will need from outside vendors.

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Do not forget food and beverages; room set-up, including tables and chairs; photographer; signs, banners and decorations; entertainment; and attendee giveaways.

Planning – Step Two 

Call potential speakers to seek confirmations.

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Touch base with sponsors to update them on your progress.

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Choose a caterer or volunteer to organize the menu and food purchases.

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Determine food or catering selections; provide caterers with a head count by the deadline.

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Determine a central office space and medical or mobility needs.

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Determine transportation access.

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Finalize and print materials.

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Decide whether you will invite media and compile a list of which outlets to target, complete with contact information.

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Distribute invitations.

Determine audiovisual needs and make arrangements with the event venue.

Three Weeks Out 

Contact speakers to discuss their presentations and ask if they need additional information or support, such as a branded PowerPoint template.

Two Weeks Out 

Make a list of materials to be taken to the location and begin packaging them.

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Make staff assignments (including registration staff, note taker, audiovisual coordinator, speaker greeter, media liaison) and explain duties to all staff members.

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Confirm all event details with photographer, including logistics and the types of shots you’re looking for. For example, if a government representative is scheduled to attend, you may want to put their photo on your “shot list.”

One Week Out 

Verify details with venue, confirm audiovisual needs and send venue your room or other event space layout along with any special instructions.

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Conduct a site walk-through.

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Call reporters to encourage attendance.

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Finalize and print the agenda and participant list.

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Touch base with speakers to make sure they have the correct date and location of the event, as well as the time they are expected to speak. Give speakers the name of a contact person who will greet them upon arrival.

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Assemble materials for distribution to participants; send them to the venue.

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Print name tags, if applicable.

Draft a press release describing the event on the day of the event or the night before.

Day Before the Event 

Make sure that all materials arrived at the venue.

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Pack a “supply kit” with any miscellaneous materials you may need (tape, scissors, stapler, pens, pencils, paper, phone numbers of speakers, etc.).

Day of the Event 

Arrive early and check that the location is set up correctly and that audiovisual materials requested are available and functioning. Check all microphones, projectors, audio equipment and computer connections.

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Check the registration area. Make sure name tags and supplies are plentiful.

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Plan to have staff members at registration approximately an hour before the start of the event.

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Make sure staff are in correct locations and that all areas are covered for the entire event.

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Allow time for run-throughs if requested by your speakers or others participating in the event.

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Make sure that directional signs are appropriately placed.

Distribute the press release.

After the Event 

Conduct a wrap-up meeting with planning committee, including a de-brief on what worked well and what could be improved for future events.

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Prepare a written summary and evaluation of event.

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Complete event binders and records.

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Review invoices and send payment.

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Contact organizations that attended the event to discuss collaboration for future events and other activities.

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Send thank you cards and notes of appreciation to committee members, volunteers, presenters, sponsors,

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staff members and others involved.

Send follow up emails to media that attended and offer assistance with gathering more information.

Transportation Planning and Management  Estimate costs of air Travel, availability of flights, travel times, number of connections, luggage policies and fees.  Determine the need for local vehicles (rentals or borrowed) o Include length of time needed o Regulations for drivers, i.e. age, certifications, insurance o Fees o Reservations o Secure volunteer drivers, if needed  Schedule times o Pick up of vehicles o Pick up of guests o Return of vehicles o Return of guests  Schedules of Public Transportation, shuttles, taxi/limo pick-up and drop-offs o Provide schedules, maps, websites  Maps for best routes, including alternate routes  Plans for parking, accessibility, traffic congestion  Determine if attendees will pay fees  Prepare sign-up sheets for transportation to special events  Provide back-up in case of emergency (vehicle breakdowns, absent volunteers)  Provide transportation options to attendees in advance (as part of the registration)  Obtain permits, if needed for parking  Make arrangements with hotel, if necessary, for payment of fees for volunteer drivers

Budgeting A typical event budget could include items such as: 

Accommodations for out-of-town guests (event hotel and overflow hotel)

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Audiovisual equipment – rental and labor

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Automobile rental

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Awards and gifts – such as flowers, photo albums, or video and photo reproduction

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Centerpieces and other decorations

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Entertainment, receptions, soirees, celebrations, galas

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Food – as well as linens, paper products or china rental

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Furniture rental – tables, chairs and/or a podium

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Guest Transportation

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Invitations – designing and printing

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Lighting equipment – rental and labor

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Liquor/Bartender (permits)

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Musicians

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Parking

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Photography

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Postage

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Printing – menu cards and nametags

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Publicity – flyers, posters or newspaper ads

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Signs

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Sound equipment – rental and labor

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Speaker’s fees

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Supplies

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Videography

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You can always use an online worksheet to estimate costs. See below: o http://cdn3.psndealer.com/e2/dealersite/images/anyoccasionpartyrental/eventplanningbudgetcalculato r.pdf

Marketing, Publicity and Communications It is important to develop a process in which your message will be received. The marketing mix and the quality of development, production and execution will determine the level of success you will have.

The essential information in all publicity must include the event's time, location, title, short description, sponsors, and the University's accommodation statement. The College/District's accommodation statement is required under the Americans with Disabilities ACT (ADA) to inform the public of their rights and protections under the ADA, which includes access to reasonable accommodations such as auxiliary aids, interpreters, or other reasonable accommodations when attending college-sponsored public events.

Below are some forms of publicity that can be used:   

articles email fliers

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press releases advertisements PowerPoint slides

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Brochures and other printed material (post cards, invitations, business cards, posters)

Below are resources that can be used:  College calendar  Social Media (Facebook, Twitter, LinkedIn, YouTube)  Distribution lists  Direct Mail (include QR codes)  Bulletin Boards  Radio and Newspapers  Commercials  Table Tents  Information Centers  Community Groups  Constituency Groups  Employee Groups  Mobile Apps  Telephone recordings (telemarketing)  Websites, Email Submitting Articles Items to Think About When Writing Your Article:  Basics (who, what, when, where, why, and how)  Who is sponsoring/organizing the event  Write it as if you are explaining your event/program to someone who has never been  Is there a deadline to sign up?  Are reservations required, and if so who to contact? How to sign up?  Contact person for questions  Is there a fee?

Receptions or Dinners Things to consider for a reception or dinner: Menu  When is final guarantee due?  Special dietary needs of group members: o Vegetarian o Diabetic o Allergies  Gratuities or service charge (must be in contract).  Bar  Wine and Beer only?  Full bar?  Host or cash? o Estimate 1 bar/75-100 people. o Is there an extra charge per bartender?

Room Layout  What kinds of chairs and tables can facility provide?  Keep A/V needs in mind when deciding layout.  Do you need to rent furniture?  Is a stage needed?

Décor       

Consider facility’s carpet when deciding linen colors.

What are their chairs like?

Do you need to rent chair covers?

Centerpieces Napkins should coordinate with linens China Glassware o A very casual event might be able to use disposable dinnerware.

Entertainment  Special equipment needed?  Arrival and departure times?  Is rehearsal time needed?  When is payment due? o Have performer(s) complete a Contract for Professional Services or Special Services Contracts if a college employee and Vendor Application.  Do they need a room for changing or breaks?

Banner and/or Podium Sign • Contact Marketing departments to borrow banners and signs A/V Needs  Podium  Microphone  Standing Floor Mics  Projector o What kind?

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Screen Internet access Conference Phone Computer

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A/V Cart Extension cord Etc.

Registration Table  Do you need a cloth and skirting? o What colors?  Wastepaper basket?  Number of chairs?  Access to electrical outlet?

Signage  If facility provides signage, give them the exact wording you want.  If you’re providing a sign, do you need to request an easel?  What are the rules pertaining to hanging a banner at the facility? o Is there a charge? o Are you allowed to do this or is there someone on staff assigned to hanging banners? o How early does the banner need to be delivered to the facility?

Storage and deliveries  Work out storage requests in advance.  Is there a person to whom deliveries should be addressed?

Conference Planning Timeline CONFERENCE: TASKS:

TASK ASSIGNMENT

 Finalize conference date –  Select conference location – CONFERENCE CONTENT- Leads:

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Assist:

Begin agenda format Begin speaker/topic selection Determine theme, if anyRequest speaker handouts Develop evaluation forms for sessions/conference Assign session moderators & conference support personnel.

LOGISTICS-

Leads: Assist:

 Establish working budget  Additional contracts (Keynote, transportation, equipment rental, etc.)  Review audio-visual availability and needs  Select menu – have menu submitted edited request to (campus catering has first right of refusal)  Mail registration instructions – sent information via e-mail.  Send room setups to conference center  Obtain registration headcount  Order name tags/badges  Confirm menu  Get materials to location  Hold pre-conference meeting /conference run-through  Review all set-ups and AV needs  Develop registration sign-in sheet  Technology Check MARKETING- Leads:

 Website – Update Facebook Homepage and Conference information loaded onto homepage.  Send "Save the Date" notices via email

Assist:

TARGET DATE

DATE COMPLETE

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Finalize agenda format and submit for printing.

Obtain maps to events Update website Order attendee materials (portfolios, notebooks, etc.)

Print program Send email update to participants/speakers

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Identify the needs that will require volunteers: (Registration, parking, moderators, etc.)

Finalize list of volunteers

Volunteers- Lead: Assist: 

Service Project- Lead: Assist:  

Identify Service Project Confirm Service Project: (Meet with service project partners to confirm details)

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Develop Evaluations for conference

Post-Conference Evaluations Post-Conference  Thank you letters  Conference debrief  Compile List of Student Participants (follow up) Conference Content:

(Conference theme, student panel, student survey (clicker session), breakout topics, session speakers, moderators, speed mentoring, and Keynotes/Speakers) Logistics:

(Venue, breakout rooms, flow, tech support, set-up, parking, breakfast/lunch, signage, online registration, in person registration, time-line, flow, staffing, hosting by MCLI, overall process) Marketing:

(website, facebook, google e-mail blasts, constituency group and other special interest group presentations, student life promotion, ACE promotion, community promotion; program, agenda, bags, gifts(padfolios, raffle items, etc), posters, postcards, flyers, evaluations, name tags)

[Company Name] Event Management Project Tracker Company Confidential Project name LDI/LAKIN Planning Secure Committee Members Establish Contact Communication with hotel point person Establish budget worksheet and expectations Develop local activities with Lakin/LDI Coordinators Meet with Lakin/LDI Chair and Planning Committee Solicit Promotional and Welcome Items Reserve Transportation too off site facilities if any Secure Conference Entertainment Secure and Reserve Hotel Rooms Secure Meeting Rooms and Identify Set-up Identify dates of luncheons and dinner Identify local staff to help coordinate events Begin to create assignments for volunteers Meet with Hotel, Coordinators, and Chairs Promotional and Materials Reserve Calendars for key individuals Compile binders and other materials for onsite Reserve space opening reception Sunday Reserve space for ending bandquet on Friday Meet with Lakin Chairs and Committee #REF! TOTAL

Actual start

Actual finish

Actual work

Actual duration

29-Nov-2012 29-Nov-2012 29-Nov-2012 29-Nov-2012 30-Nov-2012 30-Nov-2012 17-Dec-2012 18-Dec-2012 2-Jan-2013 2-Jan-2013 3-Jan-2013 3-Jan-2013 4-Jan-2013 4-Jan-2013 26-Jul-2013 27-Jul-2013 28-Jul-2013 29-Jul-2013 30-Jul-2013 31-Jul-2013 1-Aug-2013 2-Aug-2013

20-Oct-2013 21-Jul-2013 21-Jul-2013 21-Jul-2013 21-Jul-2013 21-Jul-2013 27-Jul-2013 27-Jul-2013 30-Jul-2013 30-Jul-2013 30-Jul-2013 30-Jul-2013 31-Jul-2013 31-Jul-2013 20-Oct-2013 14-Oct-2013 21-Oct-2013 21-Oct-2013 21-Oct-2013 21-Oct-2013 21-Oct-2013 21-Oct-2013

220 390 500 145 255 310 510 790 430 235 235 190 230 225 305 565 350 205 230 560 540 190 7,610

321 232 232 232 231 231 220 219 208 208 207 207 207 207 84 77 83 82 81 81 80 79

Marketing and Promotional Items

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Send an e-mail to all of the colleges within the district during the month of August.

Send letters to local vendors for support of items in conference gift bags. This letter should be sent as early as possible, by March and no later than May. Once donations confirmed, arrange for delivery or pick-up to have for compiling bags during the month of September.

Possible Vendor Contacts  Local grocery store for water  Costco/Sam’s/Walmart for other snacks  Connect with local Black paper to arrange for a press-release/article Connect with local Black paper to arrange for Free copies of paper to be available for conference attendees. Contact and/or notification should occur during the month of August.

Follow-up with phone calls to colleges that have not provided items during the first week of September.

Arrange for pick-up if necessary of promotional items by mid-September.

Simultaneously work with district Marketing and Public Relations to create a press-release to be released in the local newspaper during the first week of October.

Maricopa Community College District Conference Feedback

Page 1

PROGRAM PLANNING FOLDER

TIME FRAME, con’d.

2-Weeks Prior

☐ Arrange to pick-up petty cash and/or cash advance ☐ Meet with advisor - finalize plans ☐ Major publicity for event ☐ Other

Week of Event

☐ Confirm all arrangements ☐ Decorate - set-up ☐ Clean-up ☐ Have fun ☐ Other

After Event

☐ Thank yous ☐ Evaluation ☐ Return petty cash and all receipts ☐ Remove publicity ☐ Return all supplies to storage ☐ Other

ACTIVITY/PROGRAM/PROJECT DATE OF EVENT ADVISOR NAME

STARTED WORK #

COMPLETED HOME #

MISSION/PURPOSE STATEMENT

GOALS

Notes

People Before Programs !

PROGRAM EVALUATION Prepared by: Date: Event: How many worked on the committee?

How many attended the event?

Successes:

Things to Change:

COMMITTEE MEMBERS

Name

Date of Meetings:

People to Approach Next Time:

Did the budget exceed allocation?

Position

Email

Phone

1 2 3 4 5 6 7 8

Problems:

Committee Chair:

• • • • •

Advisor Signature: How could the money have been spent better?

Time:

Room for Event Scheduled: Person Scheduling Room: Proper Planning is the key to Perfect Events!

Room:

DUE DATE

THINGS TO BE DONE

WHO WILL DO IT

PROGRAM BUDGET

DONE

PROGRAM

BUDGET PLANNING AND ACCOUNTING SUMMARY TOTAL BUDGET (Planned expenditures should not exceed this allocation) You must have all paper work signed and processed through the college before purchasing or committing to any expenditures.

Current Funding Source

Last Year’s Cost

P.O. #

Petty Cash

Estimated This Year Actual This Year

TOTAL

EXPENDITURES :

Last Year’s Cost

Estimated This Year

Actual This Year

1. Decorations NAME

2. Food 3. Publicity/Flyers 4. Supplies/Equipment 5. Contracts/Fees 6. Awards/Recognition 7. Transportation 8. Other 9. Other 10. Other TOTAL

IMPORTANT CONTACTS FOR EVENT

Company Name

Major Contact

Address

Phone

Things to Accomplish Services Rendered

2-Months Prior

☐ Write and present proposal Date Approved ☐ Select committee members and schedule meetings ☐ Reserve rooms/space for activity ☐ Fill out all expenditure paperwork ☐ Other

4-Weeks Prior

☐ Develop publicity plans (flyers, newspapers, letters, posters, banners) ☐ Start weekly committee meetings ☐ Make arrangements for food - who/what/where/when/how ☐ Other

3-Weeks Prior

☐ Start advertising ☐ Arrange for tables/chairs/microphones ☐ Other

DATE OF EVENT

TIME FRAME