Conference Planning Needs Checklist

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Conference Planning Needs Checklist Powered By Docstoc
					       DeArmondTate Management Group Conference Planning Checklist

Please select each all of the planning areas that DeArmondTate Management Group can assist you
with, then email ( or fax (250.472.7664) the list back to us so that
we can gain some understanding of your event requirements.
                **Please save the document using your business or event name as the title**

Site Selection
   Meeting Facilities
   Accommodation Facilities
   Off-Site and Social Event Facilities

Contract Negotiation
   Meeting Facilities
   Accommodation Facilities
   Off-Site and Social Event Facilities
   Conference Suppliers (A/V, F&B, Show Services, Theme & Décor, et al)
   Transportation Providers

Marketing, Communications & Conference Promotion
   Development of a conference Marketing, Communications and Promotion plan to build conference
    awareness and attendance
   Conference program design and flow
   Establishment of Conference Website and Content
   Incorporation of E-Commerce (ie. On-line registrations, value added purchases) applications on conference
   Compilation of external marketing lists for attracting new delegates
   Design of conference materials (ie. Printed or electronic versions of Conference information brochures,
    registration forms, daily conference newsletters, et al)
   Printing and distribution of conference materials consistent with the conference marketing plan
   Develop appropriate signage and décor to reinforce conference themes (look & feel)

   Chair facility/supplier Pre Conference planning meeting (PreCon)

   Chair facility/supplier Post Conference planning meeting (PostCon)
   Attend appropriate host committee planning meetings
        o   Estimate meeting frequency___________________________________
Event Detail Planning
   Supplier Coordination and Liaison
            Sourcing all required services and suppliers
            Contracting services and suppliers
            Coordinating the delivery of services and supplies
            Managing suppliers before, during and after events
   Meeting Room Selection and Assignment
            Identifying function space needs for general sessions and keynotes, breakout and concurrent
              sessions, meals, administrative, social and exhibit uses
            Assigning sessions to appropriate meeting rooms based on delegate demand
            Monitoring meeting rooms to ensure they are ready for sessions/speakers
   Food and Beverage (for on-site and off-site events)
            Selecting menus
            Managing costs and guarantees
            Maintaining controls
            Developing and arranging theme and décor
            Develop entertainment objectives
            Sourcing and screening entertainers
            Booking/Contracting entertainers
            Coordinating all entertainment requirements
            Develop educational objectives
            Sourcing and screening speakers
            Booking/Contracting speakers
            Coordinating speaker needs
   Exhibitions and Exhibitors
            Developing exhibitor prospectus and display rules and regulations
            Development and management of floor plan
            Exhibitor promotion
            Exhibitor registration and booth assignment
            Exhibitor confirmation and suppliers package
            Exhibition attendance promotion
            On-site operations (move-in, show time and move-out)

           Exhibitor follow-up
           Manage shipping and receiving
           Develop needs list from speakers, presenters and other event needs
           Manage costs by allocating equipment to ensure efficient use from supplier
           Source & contract supplier
           Manage on-site delivery of supplier needs and last minute requests
   Guest/Family Programming
           Identify programming needs and wants
           Source and secure appropriate activities, service providers, trips and excursions
           Coordinate the delivery of all such extra-curricular programming
           Provide and manage step-on guides, staffing and/or chaperones as each activity requires
   Event Plan/Event Orders Preparation
           Prepare all daily Event Orders for facilities and accommodation providers
           Monitor the delivery as per plan
   On-site Management
           Provide main point of contact throughout conference
           Provide emergency response – when something goes wrong and needs to be fixed
           Manage all daily conference operational activities

Human Resources Management
   Staff and Volunteer management
           Supervision and Motivation

Conference Registration
   Receipt and Processing of Registrations and Payments
           Advance Reservation
           Cancellations and Refunds
   Delegate Check-in and Information
           Delegate Kits

Conference Accounting
   Conference Budget controls

   Cash controls
   Payment systems (ie debit and credit cards)

Evaluations and Reporting
   Provide follow-up reporting and evaluation of the event
   Consolidate budgets
   Approve payment of bills and charges

Email to or fax to 250.472.7664 so that we may get a better idea of your needs
and ways to meet them.