5. Event timetable/checklist
NACO Annual Conference 2009
Organising Committee Mtg March 2008
Venue inspection visit March 2008
Accommodation inspection March 2008
Book Venue April
Book Accommodation April
Organising Committee Mtg May
Invite speakers/guests May
Prepare Budget May
Budget approved
Prepare Conference Programme
& Registration Form
Book entertainment
Book photographer
Programme & Reg Form to
Printers
August
Mailshot Conference Programme September
Return date: Registration Forms
(6 wks prior)
2nd
wk
January
Prepare joining instructions
Prepare final Programme
Final Programme to printers
Mail joining instructions (3 wks
prior) with attendance list
1st
wk
February
Printing of speakers name
boards
Prepare table plans etc
Press Release
Attend event 5/6 March
6. The Venue
Where?
What type of venue?
When?
CARDINAL RULE – Never book a venue
without an inspection visit!
7. Venue checklist
Correct combination of rooms
Accompanying exhibition required
Obtain maximum capacity numbers
What style of seating is required
8. Venue checklist
Is a stage necessary – location
Does the main room have any obstructing
pillars etc
Does the main room have an
induction loop system
9. Venue checklist
Is there natural light/will the room blackout
How noisy is the heating/air con
Does the venue have a dedicated
co-ordinator who can assist with
arrangements
10. Venue checklist
What audio visual equipment is
needed
Is there an adequate PA system
Is there good access for disabled
delegates.
11. Booking the venue
Meet with the conference co-ordinator
Obtain room hire rates – negotiable!
Conference venue – daily delegate rate
Check cancellation fees
Venue schedule.
12. Overnight accommodation
If accommodation needed, is it important
for all delegates to remain in one location
If using several hotels, is travel to main
venue required
Single or twin rooms
14. The budget
Anticipated number of delegates
Is the event to break-even or profit desired
Is sponsorship to be sought
Always allow a ‘contingency’
Be REALISTIC.
15. Anticipated No. of delegates 100
Projected
£
Actual
£
General Event:
Printing
• Preliminary Programme &
Reg Form
• Conference Programme
• Menu cards
• Speakers name boards
£250.00
£500.00
£60.00
£45.00
Stationery
• Name badges
• Delegate Wallets
£80.00
£150.00
Entertainment
• After dinner Band
• Caricature Artist
£500.00
£100.00
Photographer £95.00
Flowers £150.00
Speakers’ expenses
• Fees
• Travel
• Overnight accom
£1,200.00
£450.00
£720.00
Audio visual hire £780.00
Conference Office expenses
(travel, accommodation &
catering) £550.00
Total General £5,630.00
Contingency 15% £844.50
TOTAL GENERAL £6,474.50
16. Projected
£
Actual
£
INDIVIDUAL DELEGATE
COSTS:
Daily delegate rate x 2 days
@ £32.00 £6,400.00
Drinks reception & Gala
dinner @ £45.00 £4,500.00
Overnight accommodation
Single room @ £85.00 £8,500.00
TOTAL DELEGATE £19,400.00
TOTAL GENERAL £6,474.50
TOTAL £25,874.50
Based on 100 delegates £258.74
17. Sponsorship
Who to approach
Sponsorship packages
Level of publicity at event.
18. Invitation to speakers/official guests
Seek commitment as soon as possible
Are speakers’ fees/expenses payable
Send ADV form.
19. SPEAKERS’ ADV FORM - Return by (date)
Full Name ___________________________________________ Title Mr/Mrs/Ms _______
Company/organisation ______________________________________________________
Address _________________________________________________________________
Tel: Office ________________ Mobile _______________ E:mail_____________________
Title of your talk ___________________________________________________
Brief synopsis (please provide a brief synopsis of your talk for publication)
___________________________________________________________
___________________________________________________________
___________________________________________________________
___________________________________________________________
Biographical details (please provide a brief biography for publication)
Audio Visual Equipment (please indicate your requirements)
Interactive whiteboard Multimedia projector
Standard whiteboard DVD player
OHP Projector Flipchart
Other equipment?
Signed _______________________________ Date ___________________
20. Conference Programme
Decide whether preliminary or final
programme
What to include
CARDINAL RULE –
proof read thoroughly!
21. Registration Form
Include to whom the form is to be returned
to with contact information
Include the closing date for receipt – 6
weeks prior to event
Include request for special requirements –
dietary/disabled access/help in an
emergency.
22. Joining Instructions
3 weeks prior to event
Include Registration Card
Final materials and attendance list.
23. Organising an Exhibition
As with Conferences, establish objectives
of exhibition and identify exhibitors
If alongside conference, ensure
tea/coffee/lunch and/or other events are
integrated into the exhibition space
Follow up initial mailshot with
telesales call
24. Organising an Exhibition
Produce an Exhibitors manual for hire of
shell extras, furniture, flowers etc
Always produce an Exhibitors showguide
Always tie-in exhibition arrangements
within conference programme
Complete a Risk Assessment
25. At the event
Arrive at least the day before
Meet key organising personnel
Establish first aid contact
Complete final risk assessment
Ensure registration desk in prime location
If something goes wrong:
DON’T PANIC!
26. Assessing failure or success
Evaluation form
At the event or sent out separately.
27. EVALUATION FORM
Your feedback is essential to monitor the effectiveness of our events.
Name: Company:
Conference:
Workshop(s) attended:WorkshopEvent:
How would you rate the content and relevance of today’s
Conference?
(Excellent = 4 Very Good =3 Good = 2 Poor = 1)
Comments:
Score
...
What could be done, if anything, to improve the quality of today’s workshop?
(consider timing and duration, location and environment)
How would you rate your Workshop Leader in the following key
areas?
(Excellent = 4 Very Good =3 Good = 2 Poor = 1)
Made you feel comfortable and at ease
Communicated well and provided clear and concise instructions
Encouraged questions and feedback
Knowledgeable about subject matter
Score
...
...
...
...
How would you rate the Conference materials in terms of:
(Excellent = 4 Very Good =3 Good = 2 Poor = 1)
Quality
Suitability as post-event support
...
...
Have your personal objectives for attending this event been met?
(Yes = 3 Mostly = 2 No = 1) If not, why not?
Thank you for completing this form.
29. Press Releases
Decide if you want to prepare one
Decide on target audience
How will it be distributed.
30. How to write a press release
Keep it short & sweet – max 2xA4 sides
Decide for immediate release or to be
embargoed
Must include the 5 ‘W’s – who, what,
when, where, why and then how.
31. PRESS RELEASE TEMPLATE
(logo)
PRESS RELEASE
Issued: (date)
For Immediate Release OR Embargoed Until: (date/time)
TITLE (make it brief and attention grabbing)
The first paragraph should be a summary of the story – including Who,
What, When, Where.
Expand on the details in the next paragraph using Why and How.
Remember: the journalist will want to know what is unique or new about
the story and why it will appeal to their readers.
Then back up your claims with facts and statistics.
Follow up your story with quotes in italics, if required. This will bring the
story to life.
Finish off with details such as dates, times, prices and how to contact
you.
## Ends ##
Notes to editors
1. Tell the editor who to contact for more information – incl.
mobile, landline and e:mail
2. Also include short background information on your organisation
3. Include company name, fax number, e:mail and website info
4. Include opening hours, prices, venues, dates as appropriate
5. You should also state whether you have photos available
32. Dealing with media interest
If the media are interested in your story,
they will contact you as organiser first
Always protect your guest/speaker
Check with him/her to see if they are
happy to give an interview
Schedule with journalist at a
convenient time.
33. Risk Assessments
The safety of your delegates/guests is
paramount – reason enough to prepare one!
It’s a careful examination of what could
cause harm to people, allowing you to
assess if you have taken enough precautions
or should do more to prevent harm.
Its being prepared!
34. Preparing a Risk Assessment
The 5 steps are:
Identify the hazard
Decide who might be harmed
Evaluate risks & decide on precaution
Record your findings
Review assessment & update if
necessary
35.
36. What could go wrong at your
event and how would you
deal with it?
37. Health & Safety Issues
Knowing your delegates/guests
Having access to venue first aider or
consider your own training
Knowing the venue emergency evacuation
procedure & alarm
Consider making a ‘formal’ announcement
at the opening of your event.
38. What health & safety issues
affect the events you
organise?
39. Need more help / training
Event Management –
ACE – Association of Conference
Executives
AEME – Association for Event
Management Education
40. Need more help / training
Risk Assessments –
Health & Safety Executive
Press & Media Relations –
The Press Association
41. What have we learnt today?
In short –
Never underestimate the task ahead
Plan, plan, plan
Maintain good effective working
relationships – you can’t do it alone!
42. What have we learnt today?
Proof read everything
Never assume anything
Always be prepared!
43. For details and bookings contact:-
Parveen Kumar Chadha… THINK TANK
(Founder and C.E.O of Saxbee Consultants & Other-Mother
marketingandcommunicationconsultants.com)
Email :-saxbeeconsultants@gmail.com
Mobile No. +91-9818308353
Address:-First Floor G-20(A), Kirti Nagar, New Delhi India Postal
Code-110015