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Conference Planning Presentation
- 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 aboutthe 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. SeniorContinuing 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