CONFERENCE AND MEETING PLANNING

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CONFERENCE AND MEETING PLANNING
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Objectives

• Participants will learn what their conference is
  aiming to achieve.
• Participants will learn about the three phases of
  conference planning.
• Participants will learn what each phase of
  conference planning entails and the necessary
  steps for each phase.
• Participants will learn how to be more effective
  with their time management skills using guides,
  checklists, and timelines.
• Participants will learn how to choose the
  location, theme, speakers, conference material,
  and how to arrange the program to present the
  organizations information in the most effective
  way.

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• A conference is a type of meeting held between
  members of often different organizations to
  discuss matters of mutual (common) interest.

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Conference Phases
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PLANNING PHASE

• Planning Committee
• Name/theme of conference
• Date and Location
• Budget
• Create Agenda
• Develop timeline
• Outcomes (org, partners, participants)

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Planning Committee

• Establish a planning committee
• Identify tasks
• Assign a person for the following tasks
• Conference location
• Correspondence
• Speakers
• Evaluation
• Next Steps

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Name of Conference

• Establish a general topic or theme
• Create tagline (original name) for conference
  brochures, agenda, marketing, and correspondence.

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Date and Location

• Identify possible conference site(s)
• Conference theme
• Area attractions
• Partner and participants
• Availability (to/from airport, shuttles)

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Timeline

• Create a tentative timeframe (month/season)
• Duration of the conference

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Budget

• Review the conference budget and develop a cost
  analysis for each task
• Location (lodging, food, AV)
• Correspondence
• Speakers
• Evaluation

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Agenda

• Develop a agenda
• Identify agenda topics (using theme)
• Identify objectives (purpose, goals)
• Identify possible speakers
• Develop tentative timelines

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Outcomes

• Define desired outcomes
• What is this conference aiming to achieve?
• How do you define success?

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Its time to get to work!

• Good plans shape good decisions. That's why good
  planning helps to make elusive dreams come true.
  
• Lester R. Bittel, The Nine Master Keys of
  Management

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IMPLEMENTATION PHASE

• The planning committee will establish a weekly
  progress and completion plan
• Assign staff/volunteers their task assignments
  and timelines for
• Location
• Correspondence
• Speakers
• Evaluation

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Location Task (pre-conference)

• (these are the things that need to be done in
  preparation for the conference)
• Secure Location
• Audio Visual Equipment
• Direct bill
• Contract/Negotiating
• Lodging
• Food and Beverage
• Shipment

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Location Task (post-conference)

• Coordinate return shipments from Hotel
• Obtain/Review copies of invoices, banquet checks,
  A/V checks from hotel for accounting

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Correspondence Task

• Create Save the Date postcards/flyers
• Develop and disseminate overview and registration
  form
• Update organization website with conference date
  and location
• Research other organization websites you can list
  your conference on

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Correspondence Task (contd)

• Create final agenda
• Create evaluations
• Develop checklist for binders, start gathering
  material
• Name badges
• Speaker and Participant list, (Handout )

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Speaker(s) Task

• Call for presenters confirm speakers
• Distribute draft agenda to speakers
• Coordinate rooms with break outs
• Collect bios on all speakers
• Collect speaker material
• Calls or Conference calls

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REVIEW PHASE

• Evaluation Task
• Next steps Task

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Evaluation Task

• Using the desired outcomes create evaluation to
  reflect what you are hoping they gained from the
  conference/meeting
• Develop evaluation

EVALUATIONS
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Next Steps Task

• Collect evaluation forms/organize
• Write evaluation report (zoomerang, survey
  monkey)
• Use information to improve or continue success

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Meeting and Conference Planning Checklist
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(No Transcript)
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Strategic Plan for Conference and Meeting
Planning
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Questions
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Faculty