Docstoc

Conference_Checklist

Document Sample
Conference_Checklist Powered By Docstoc
					              Date Completed   Responsibility of
Target Date
October
9 months
9 months
9 months
9 months
9 months
9 months
9 months

              Date Completed   Responsibility of
November
8 months
8 months
8 months
8 months
8 months
8 months
8 months
8 months


December      Date Completed   Responsibility of
7 months
7 months
7 months
7 months
7 months
7 months
7 months
7 months
7 months
7 months

              Date Completed   Responsibility of
January
6 months
6 months
6 months
6 months
6 months
6 months
6 months
6 months
6 months
6 months

              Date Completed   Responsibility of
February
5 months
5 months
5 months
5 months
5 months
5 months
5 months
5 months
5 months
5 months


           Date Completed   Responsibility of
March
4 months
4 months
4 months
4 months
4 months
4 months
4 months
4 months
4 months
4 months

           Date Completed   Responsibility of
April
3 months
3 months
3 months
3 months
3 months
3 months


3 months
3 months


3 months
3 months

           Date Completed   Responsibility of
May
2 months
2 months
2 months
2 months
2 months
2 months
2 months
2 months
2 months
2 months

           Date Completed   Responsibility of
June
1 month
1 month
1 month
1 month
1 month
1 month
1 month
1 month
1 month
1 month

          Date Completed   Responsibility of
15 days
15 days
15 days
15 days
15 days
15 days
15 days
15 days


15 days
15 days
15 days

          Date Completed   Responsibility of
7 days
7 days
7 days

7 days
7 days
7 days
7 days
7 days
7 days
7 days
7 days

          Date Completed   Responsibility of
1 day
1 day
1 day
1 day
1 day
1 day
1 day
1 day
1 day
1 day
1 day
               Date Completed   Responsibility of
REGISTRATION

REGISTRATION

REGISTRATION


REGISTRATION

REGISTRATION

REGISTRATION

REGISTRATION

REGISTRATION

REGISTRATION

REGISTRATION

REGISTRATION

               Date Completed   Responsibility of
Conference
Conference
Conference
Conference
Conference
Conference
Conference
Conference
Conference
Conference
Conference

               Date Completed   Responsibility of
Afterwards
Afterwards
Afterwards
Afterwards
Afterwards
Afterwards
Afterwards
Afterwards
Afterwards
Afterwards
Afterwards




               Date Completed   Responsibility of
Notes
Notes
Notes
Notes
Notes
Notes
Notes
Notes
Notes
Notes
Notes
Notes
Notes
Notes
Activity


reserve hotel
recruit volunteers
get organizations for hosts
create conference layout
research speakers
make list of potential researchers
discuss meals with hotel and with lunch caterer


Begin Researching Options
create preliminary budget/create conference theme
begin inviting speakers
Discuss organizational hosts role in conference
prepare letter for potential researchers
research activities for youth conference
research potential exhibitors
research potential sponsors&advertisers
research areas that need publicity
kid konference
Prepare
finalize budget
follow up with potential speakers
prepare letter to send for silent auction/send to coordinator
send invite to researchers
complete paperwork if necessary/reserve conference rooms & AV equipment at site/prepare letter for potential sitters
prepare letter for potential presenters for youth conference/send to coordinator
prepare invites to send to exhibitors/send to coordinator
prepare letter to send to sponsors&advertisers/send to coordinator
Prepare publicity
prepare all letters in same format/send back to organizers

Contact

continue work on workshops/presenters
research promotional items and totes
follow up with potential researchers
send letter to potential sitters
send letter to potential presenters for youth conference
send letter to potential exhibitors
send letter to sponsors & advertisers
Begin publicity
prepare registration forms and make available on website and for print


Follow Up

continue work on workshops/presenters
send out invitations to organizations
make forms for researchers(questionaire & release)/send to coordinator
follow up with potential sitters/begin planning of children's activities
follow up with presenters
call back exhibitors
call back potential sponsors and advertisers
mail registration packets to potential conference participants



Begin Planning

make speaker forms & release forms
send letters for silent auction/research name tag options
send forms to researchers
continue activity planning for children/prepare survey for sitters/confirm rooms & AV equipment at site
continue work on youth conference/research entertainment for dance
follow up with exhibitors/request pictures from all families for slide show
get information (logo's etc) from sponsors & advertisers
continue publicity make PSA for radio
comfirm rooms at hotel/check into necessary AV/check with lunch caterer


Scheduling
Scheduling
begin scheduling for main conference/send handouts,and program info to coordinator as it comes in
continue publicity for silent auction/order promos and totes/nametags
schedule research appointments
finalize activities for children/send survey to sitters
begin youth schedule/contact entertainment for dance
send exhibitor info to coordinator /follow up with families who did not respond
for slide show
organize information for conference

Start heavy publicity/follow up with local chapters and other potential participants
begin program book/send count of exhibitors to coordinator


Finalizing
Finalize Everything
make speaker schedule/send info to coordinator for program book/plan gifts
send silent auction information to coordinator /make volunteer schedule
finalize research appointments
schedule sitters/ send names to coordinator/think about snacks for the kids
finalize youth schedule/send information to coordinator
send letter to exhibitors telling them where they will be & ask if they want to
send information for printing
send publicity to media and other outlets
Organize program book/confirm hotel events


Reconfirm
Proofread ALL COPY before printing
Make arrangements for presenters needs (over-head projector, vhs&tv,powerpoint,etc) prepare
name tags
reconfirm all planning
reconfirm all planning
reconfirm all planning/send schedule to sitters
reconfirm all planning
reconfirm all planning
reconfirm all planning
reconfirm all planning
Print all materials/program book, handout book, surveys for speakers,silent auction program,etc


Last minute items
last minute items
Prepare thank-you gifts for committee
assemble registration materials
ensure researchers have what they need
make signs for direction/ensure activities are in place & sitters know their role
make preparations for any activities
ensure that you have everything for the slide show

be sure all sponsor signs are ready & know where you are going to put them
send press releases to local media
 give hotel & lunch caterer final number for banquet


More Last Minute Items
Take care of other last minute items you have
Practice registration proceedure with volunteers

Have volunteers ready for clean up/assign "runners" to help presenters if necessary
continue with researchers and participants
ensure you have snacks for the kids
ensure everything is in place
make sure exhibitors have enough space and are ready to go
Take care of other last minute items you have
follow up with any local media
ensure drinks are available throughout conference


Set Up

ensure everything is in place
organize silent auction and have things in place on Friday
ensure the researchers have all they need
put signs up for early arrivals/check AV equipment to ensure it works
ensure everything is in place
ensure tables are in place for exhibitors
If you have signage, ensure it is in place
be prepared for media contacts
check with lunch caterer
Welcome & Trouble Shoot

be prepared to trouble shoot

ensure all is running smoothly

have registration area set up ahead of time so that registration begins on time

welcome researchers/be sure appointments are running smoothly

have sitters ready for early arrivals/ensure signs are in place

welcome youth speakers & participants

welcome exhibitors ensure all is ok

welcome sponsors

ensure all rooms have speaker surveys

set up drinks


Is It all Running Smoothly?
take pictures
ensure all is running smoothly
ensure volunteers and silent auction are running smoothly
ensure researcher appointments are running smoothly
ensure sitters schedules and children activites are running smoothly
ensure youth conference is running smoothly
ensure exhibitors and slide show is running smoothly
ensure sponsor and advertiser info is running smoothly
ensure all is running smoothly
ensure lunch,banquet, and refreshments is running smoothly


Finally we are Done!
Send Thank You Notes/send in pictures/
gather pictures for site/evaluate conference as a whole/prepare conference report
send thank you notes to silent auction participants/ensure volunteers are ready for clean up
send thank you notes to researchers
send thank you notes to sitters
send thank you notes to presenters/gather speaker surveys
send thank you notes to exhibitors
send thank you notes to sponsors and advertisers
send thank you notes to main conference presenters/gather speaker surveys
send thank you notes to volunteers




activities not assigned
re letter for potential sitters

				
DOCUMENT INFO