The Basics of Planning Conferences for Educators

1. Presented by
Lynn Voss
senior continuing education coordinator
Gina Ganahl, Ph.D.
associate dean
University of Missouri-St. Louis, Division of Continuing Education

2.  Define the conference parameters
 Select the site
 Establish the preliminary budget
 Set general conference schedule
 Identify keynote speaker(s)
 Create a marketing plan
 Solicit and select session presentations
 Determine & plan required & optional elements
 Implement the conference
 Follow-up

3.  Sponsoring organization(s)
◦ Planning committee/staff
 Conference topic or theme
 Participant demographics & number
 Overall budget (general figure)
◦ Self-supporting vs. funded or sponsored
 Length of conference
 Conference dates
 Location – city and state

4.  Organization’s requirements
 Ease of travel to and from, and around town
 Relative cost compared to other cities
 Weather during conference date(s)
 Availability of conference facilities
 Amenities of the city
 Location of the organization’s last conferences

5.  Conference center + off-site hotel
◦ Advantages:
 Less expensive
◦ Disadvantages:
 Less convenient for participants
 Shuttle service between center and hotel needed
 Fewer options available- less location flexibility
 Hotel with conference center
◦ Advantages:
 Convenient for participants.
 No shuttle service needed
 Better networking opportunities for participants
 More location flexibility
◦ Disadvantages:
 More expensive (food, meeting space, AV equipment, etc.)

6.  Items to consider:
◦ Hotel layout – flow of meeting rooms, general session
space, meal facilities, check-in, exhibitor
space, security, storage, speaker prep room…
◦ Site amenities
◦ Parking
◦ Food cost, including gratuities, & minimums
◦ Guest room attrition rate & penalties
◦ Complimentary rooms
◦ AV equipment cost or use of outside vendor
◦ Cost for exhibit amenities, i.e. pipe & drape, electric
◦ Flexibility for changing room block

7. Define Revenue Sources Define Expenses
 Registration fees  Fixed expenses:
 Exhibitor fees ◦ Speakers
◦ Entertainment
 Meal fees
◦ AV equipment
 Sponsorships ◦ Marketing
 Grants & Gifts… ◦ Hotel fees…
 Variable expenses:
◦ Meals
◦ Program book…

8. Major elements: Considerations:
 Pre-conferences  Keynote speaker(s)
 General sessions availability
 Concurrent sessions  Length of sessions
 Meals  Networking opportunities
 Breaks  Time between sessions
 Social activities  Free time
 Exhibition Hall  Travel convenience
 Meetings
 Off-site activities

9.  Topic
 Expertise
 Reputation
 Availability
 Cost
 Relationship to
organization…

10.  Printed Materials:  Electronic Tools:
◦ Postcards o Email blasts
◦ Brochures o Google Word Ads
◦ Posters/Banners o Phone inquiries
◦ Fliers o Links from other
◦ Booklets organizations’ sites
o Electronic calendar
postings
 Registration Details:
Web site
◦ Fee breakdown
o
◦ Early reg. discounts
◦ Modes of registration
Email & mailing lists are
essential for a successful
marketing plan.

11. Tell everything about the conference!
 Date & Location City information w/ links
 Topic/theme Transportation information
 Schedule w/ links
 Pre-conference information Awards nominations
 Keynote speakers Podcast of speakers or
committee chair
 Registration page
Wiki or blog for pre-
 Call for proposals
conference discussions
Hotel information w/ link
Contact information

12.  Call for proposals – online or other
◦ Title & topic
◦ Description
◦ Presenter’s bio
◦ AV equipment needs
 Committee selects presentations
 Inform presenters
 Schedule concurrent sessions
 Create room schedule

13.  Required Elements:
 Meeting room set-ups
 Staffing, including the selection of moderators & facilitators
 Sending confirmation letters w/directions & maps
 Design printed materials – program book, meal tickets, etc.
 Creating signage
 Planning for audio-visual needs (AV equipment schedule)
 Menu selection
 Determine contents of program
 Determine registration set-up on site
 Check-in list(s), all elements of registration packet, walk-in
registration forms, computer hook-ups in check-in area, name tags,
supplemental information sheets, petty cash box

14.  Optional Elements:
 Coordinate posters & poster materials for poster session
 Plan entertainment
 Establish giveaways
 Coordinate with exhibitors
 Exhibitor contracts & letters of solicitation
 Plan field trips
 Coordinate security for exhibitors & posters
 Directory of attendees
 CEU certificates or certificates of participation

15.  Monitoring all
required &/or
optional details of
the previously
mentioned plan
 Checking &
confirming with all
vendors and staff

16.  Pay bills
◦ Pay honoraria, travel vouchers, hotel bills, etc.
 Finalize the budget
 Collate & report conference evaluations
 Organize files for the next conference
 Send thank you notes to key volunteers

17.  12 Establish dates & location – reserve meeting rooms
 10 Prepare budget, establish fees, prepare proper forms
initiating program/conference
 10 Determine clientele and identify sources for mailing lists
 10 Identify keynote speaker(s)
 8 Order/prepare mail lists
 8 First draft of brochure to Marketing
 7 Proof brochure
 6 Brochure printed
 6 Brochure and labels to mail house in in-house mail room
 6 Solicit & select concurrent sessions

18.  5 Identify keynote speakers
 5 Prepare confirmation letter and pre-registration materials
 3 Determine & Plan Required & Optional Planning Elements
 2-3 Order printed registration packet materials
 2-3 Course notes to your Quick Copy shop
 2 Arrange meeting room set-up, meals, breaks, etc.
 2 Arrange audio-visual equipment
 2 Make travel arrangements)
 1 Reconfirm all meeting site arrangements, assemble all
supplies, prepare registrant list

19. Lynn Voss, M.A.
Senior Continuing Education Coordinator, Division of Continuing Education
University of Missouri-St. Louis
lvoss@umsl.edu
(314) 516-5972
Gina Ganahl, Ph.D.
Associate Dean, Division of Continuing Education
University of Missouri-St. Louis
ganahlg@umsl.edu
(314) 516-5925