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
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
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 ___________________
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.
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