Conference Planning

Administrative Support Job Description and Role(s)

Basic document management.

Experience with event or corporate level meeting planning and scheduling is required.

Ability to work independently within a defined set of goals and objectives under existing office processes

and Customer guidance.

Ability to translate Customer defined planning and logistics needs through communicating with internal and

external participants and logistics providers, and schedule the needs of both.

Ability to create and manage the event schedule and interact with the Customer Management for

verification of schedule.

Strong verbal and written communications skills.

Strong computer skills using standard MS Office applications.

Set-up a mobile app to the event (See Guidebook.com) Interactive

Create: EVENT PLANNING CHECKLIST

Planning – Step One

Determine the type, size and atmosphere of the event.

Set up your record-keeping process and create an event binder.

Select location and plan logistics (room set-up, food, audiovisual equipment, accessibility for the physically

challenged, etc.).

Develop the budget, timeline and event agenda.

Recruit and secure sponsors, if necessary.

Identify and invite speakers.

Determine what materials and services you will need from outside vendors.

Do not forget food and beverages; room set-up, including tables and chairs; photographer; signs, banners

and decorations; entertainment; and attendee giveaways.

Planning – Step Two

Call potential speakers to seek confirmations.

Touch base with sponsors to update them on your progress.

Choose a caterer or volunteer to organize the menu and food purchases.

Determine food or catering selections; provide caterers with a head count by the deadline.

Determine a central office space and medical or mobility needs.

Determine transportation access.

Finalize and print materials.

Decide whether you will invite media and compile a list of which outlets to target, complete with contact

information.

Distribute invitations.

Determine audiovisual needs and make arrangements with the event venue.

Three Weeks Out

Contact speakers to discuss their presentations and ask if they need additional information or support, such

as a branded PowerPoint template.

Two Weeks Out

Make a list of materials to be taken to the location and begin packaging them.

Make staff assignments (including registration staff, note taker, audiovisual coordinator, speaker greeter,

media liaison) and explain duties to all staff members.

Confirm all event details with photographer, including logistics and the types of shots you’re looking for. For

example, if a government representative is scheduled to attend, you may want to put their photo on your

“shot list.”

One Week Out

Verify details with venue, confirm audiovisual needs and send venue your room or other event space layout

along with any special instructions.

Conduct a site walk-through.

Call reporters to encourage attendance.

Finalize and print the agenda and participant list.

Touch base with speakers to make sure they have the correct date and location of the event, as well as the

time they are expected to speak. Give speakers the name of a contact person who will greet them upon

arrival.

Assemble materials for distribution to participants; send them to the venue.

Print name tags, if applicable.

Draft a press release describing the event on the day of the event or the night before.

Day Before the Event

Make sure that all materials arrived at the venue.

Pack a “supply kit” with any miscellaneous materials you may need (tape, scissors, stapler, pens, pencils,

paper, phone numbers of speakers, etc.).

Day of the Event

Arrive early and check that the location is set up correctly and that audiovisual materials requested are

available and functioning. Check all microphones, projectors, audio equipment and computer connections.

Check the registration area. Make sure name tags and supplies are plentiful.

Plan to have staff members at registration approximately an hour before the start of the event.

Make sure staff are in correct locations and that all areas are covered for the entire event.

Allow time for run-throughs if requested by your speakers or others participating in the event.

Make sure that directional signs are appropriately placed.

Distribute the press release.

After the Event

Conduct a wrap-up meeting with planning committee, including a de-brief on what worked well and what

could be improved for future events.

Prepare a written summary and evaluation of event.

Complete event binders and records.

Review invoices and send payment.

Contact organizations that attended the event to discuss collaboration for future events and other activities.

Send thank you cards and notes of appreciation to committee members, volunteers, presenters, sponsors,

staff members and others involved.

Send follow up emails to media that attended and offer assistance with gathering more information.

Transportation Planning and Management

Estimate costs of air Travel, availability of flights, travel times, number of connections, luggage policies and fees.

Determine the need for local vehicles (rentals or borrowed) o Include length of time needed o Regulations for drivers, i.e. age, certifications, insurance o Fees o Reservations o Secure volunteer drivers, if needed

Schedule times o Pick up of vehicles o Pick up of guests o Return of vehicles o Return of guests

Schedules of Public Transportation, shuttles, taxi/limo pick-up and drop-offs o Provide schedules, maps, websites

Maps for best routes, including alternate routes

Plans for parking, accessibility, traffic congestion

Determine if attendees will pay fees

Prepare sign-up sheets for transportation to special events

Provide back-up in case of emergency (vehicle breakdowns, absent volunteers)

Provide transportation options to attendees in advance (as part of the registration)

Obtain permits, if needed for parking

Make arrangements with hotel, if necessary, for payment of fees for volunteer drivers

Budgeting

A typical event budget could include items such as:

Accommodations for out-of-town guests (event hotel and overflow hotel)

Audiovisual equipment – rental and labor

Automobile rental

Awards and gifts – such as flowers, photo albums, or video and photo reproduction

Centerpieces and other decorations

Entertainment, receptions, soirees, celebrations, galas

Food – as well as linens, paper products or china rental

Furniture rental – tables, chairs and/or a podium

Guest Transportation

Invitations – designing and printing

Lighting equipment – rental and labor

Liquor/Bartender (permits)

Musicians

Parking

Photography

Postage

Printing – menu cards and nametags

Publicity – flyers, posters or newspaper ads

Signs

Sound equipment – rental and labor

Speaker’s fees

Supplies

Videography

You can always use an online worksheet to estimate costs. See below: o http://cdn-

3.psndealer.com/e2/dealersite/images/anyoccasionpartyrental/eventplanningbudgetcalculator.pdf

Marketing, Publicity and Communications It is important to develop a process in which your message will be received. The marketing mix and the quality

of development, production and execution will determine the level of success you will have.

The essential information in all publicity must include the event's time, location, title, short description,

sponsors, and the University's accommodation statement. The College/District's accommodation statement is

required under the Americans with Disabilities ACT (ADA) to inform the public of their rights and protections

under the ADA, which includes access to reasonable accommodations such as auxiliary aids, interpreters, or

other reasonable accommodations when attending college-sponsored public events.

Below are some forms of publicity that can be used:

articles

email

fliers

press releases

advertisements

PowerPoint slides

Brochures and other printed material (post cards, invitations, business cards, posters)

Below are resources that can be used:

College calendar

Social Media (Facebook, Twitter, LinkedIn, YouTube)

Distribution lists

Direct Mail (include QR codes)

Bulletin Boards

Radio and Newspapers

Commercials

Table Tents

Information Centers

Community Groups

Constituency Groups

Employee Groups

Mobile Apps

Telephone recordings (telemarketing)

Websites, Email

Submitting Articles Items to Think About When Writing Your Article:

Basics (who, what, when, where, why, and how)

Who is sponsoring/organizing the event

Write it as if you are explaining your event/program to someone who has never been

Is there a deadline to sign up?

Are reservations required, and if so who to contact? How to sign up?

Contact person for questions

Is there a fee?

Receptions or Dinners Things to consider for a reception or dinner: Menu

When is final guarantee due?

Special dietary needs of group members: o Vegetarian o Diabetic o Allergies

Gratuities or service charge (must be in contract).

Bar

Wine and Beer only?

Full bar?

Host or cash? o Estimate 1 bar/75-100 people. o Is there an extra charge per bartender?

Room Layout

What kinds of chairs and tables can facility provide?

Keep A/V needs in mind when deciding layout.

Do you need to rent furniture?

Is a stage needed? Décor

Consider facility’s carpet when deciding linen colors.

What are their chairs like?

Do you need to rent chair covers?

Centerpieces

Napkins should coordinate with linens

China

Glassware o A very casual event might be able to use disposable dinnerware.

Entertainment

Special equipment needed?

Arrival and departure times?

Is rehearsal time needed?

When is payment due? o Have performer(s) complete a Contract for Professional Services or Special Services Contracts

if a college employee and Vendor Application.

Do they need a room for changing or breaks? Banner and/or Podium Sign • Contact Marketing departments to borrow banners and signs A/V Needs

Podium

Microphone

Standing Floor Mics

Projector o What kind?

Screen

Internet access

Conference Phone

Computer

A/V Cart

Extension cord

Etc.

Registration Table

Do you need a cloth and skirting? o What colors?

Wastepaper basket?

Number of chairs?

Access to electrical outlet? Signage

If facility provides signage, give them the exact wording you want.

If you’re providing a sign, do you need to request an easel?

What are the rules pertaining to hanging a banner at the facility? o Is there a charge? o Are you allowed to do this or is there someone on staff assigned to hanging banners? o How early does the banner need to be delivered to the facility?

Storage and deliveries

Work out storage requests in advance.

Is there a person to whom deliveries should be addressed?

Conference Planning Timeline

CONFERENCE:

TASKS: TASK ASSIGNMENT TARGET DATE DATE COMPLETE

Finalize conference date –

Select conference location –

CONFERENCE CONTENT- Leads: Assist: Begin agenda format

Begin speaker/topic selection

Determine theme, if any-

Request speaker handouts

Develop evaluation forms for sessions/conference

Assign session moderators & conference support personnel.

LOGISTICS- Leads: Assist: Establish working budget

Additional contracts (Keynote, transportation, equipment

rental, etc.)

Review audio-visual availability and needs

Select menu – have menu submitted edited request to

(campus catering has first right of refusal)

Mail registration instructions – sent information via e-mail.

Send room setups to conference center

Obtain registration headcount

Order name tags/badges

Confirm menu

Get materials to location

Hold pre-conference meeting /conference run-through

Review all set-ups and AV needs

Develop registration sign-in sheet

Technology Check

MARKETING- Leads: Assist: Website – Update Facebook Homepage and Conference

information loaded onto homepage.

Send "Save the Date" notices via email

Finalize agenda format and submit for printing.

Obtain maps to events

Update website

Order attendee materials (portfolios, notebooks, etc.)

Print program

Send email update to participants/speakers

Volunteers- Lead: Assist: Identify the needs that will require volunteers:

(Registration, parking, moderators, etc.)

Finalize list of volunteers

Service Project- Lead: Assist: Identify Service Project

Confirm Service Project:

(Meet with service project partners to confirm details)

Post-Conference Evaluations Develop Evaluations for conference

Post-Conference

Thank you letters

Conference debrief

Compile List of Student Participants (follow up)

Conference Content:

(Conference theme, student panel, student survey (clicker session), breakout topics, session speakers, moderators, speed mentoring, and

Keynotes/Speakers)

Logistics:

(Venue, breakout rooms, flow, tech support, set-up, parking, breakfast/lunch, signage, online registration, in person registration, time-line, flow,

staffing, hosting by MCLI, overall process)

Marketing:

(website, facebook, google e-mail blasts, constituency group and other special interest group presentations, student life promotion, ACE promotion,

community promotion; program, agenda, bags, gifts(padfolios, raffle items, etc), posters, postcards, flyers, evaluations, name tags)

[Company Name]

Event Management Project Tracker

Company Confidential

Project name Actual start Actual finish Actual work Actual duration

LDI/LAKIN Planning 29-Nov-2012 20-Oct-2013 220 321

Secure Committee Members 29-Nov-2012 21-Jul-2013 390 232

Establish Contact Communication with hotel point person 29-Nov-2012 21-Jul-2013 500 232

Establish budget worksheet and expectations 29-Nov-2012 21-Jul-2013 145 232

Develop local activities with Lakin/LDI Coordinators 30-Nov-2012 21-Jul-2013 255 231

Meet with Lakin/LDI Chair and Planning Committee 30-Nov-2012 21-Jul-2013 310 231

Solicit Promotional and Welcome Items 17-Dec-2012 27-Jul-2013 510 220

Reserve Transportation too off site facilities if any 18-Dec-2012 27-Jul-2013 790 219

Secure Conference Entertainment 2-Jan-2013 30-Jul-2013 430 208

Secure and Reserve Hotel Rooms 2-Jan-2013 30-Jul-2013 235 208

Secure Meeting Rooms and Identify Set-up 3-Jan-2013 30-Jul-2013 235 207

Identify dates of luncheons and dinner 3-Jan-2013 30-Jul-2013 190 207

Identify local staff to help coordinate events 4-Jan-2013 31-Jul-2013 230 207

Begin to create assignments for volunteers 4-Jan-2013 31-Jul-2013 225 207

Meet with Hotel, Coordinators, and Chairs 26-Jul-2013 20-Oct-2013 305 84

Promotional and Materials 27-Jul-2013 14-Oct-2013 565 77

Reserve Calendars for key individuals 28-Jul-2013 21-Oct-2013 350 83

Compile binders and other materials for onsite 29-Jul-2013 21-Oct-2013 205 82

Reserve space opening reception Sunday 30-Jul-2013 21-Oct-2013 230 81

Reserve space for ending bandquet on Friday 31-Jul-2013 21-Oct-2013 560 81

Meet with Lakin Chairs and Committee 1-Aug-2013 21-Oct-2013 540 80

#REF! 2-Aug-2013 21-Oct-2013 190 79

TOTAL 7,610

M a r i c o p a C o m m u n i t y C o l l e g e D i s t r i c t C o n f e r e n c e F e e d b a c k

Page 1

Marketing and Promotional Items

Send an e-mail to all of the colleges within the district during the month of August.

Send letters to local vendors for support of items in conference gift bags. This letter should be sent as

early as possible, by March and no later than May. Once donations confirmed, arrange for delivery or

pick-up to have for compiling bags during the month of September.

Possible Vendor Contacts

Local grocery store for water

Costco/Sam’s/Walmart for other snacks

Connect with local Black paper to arrange for a press-release/article

Connect with local Black paper to arrange for Free copies of paper to be available for conference

attendees. Contact and/or notification should occur during the month of August.

Follow-up with phone calls to colleges that have not provided items during the first week of September.

Arrange for pick-up if necessary of promotional items by mid-September.

Simultaneously work with district Marketing and Public Relations to create a press-release to be

released in the local newspaper during the first week of October.

PROGRAM PLANNING FOLDER

ACTIVITY/PROGRAM/PROJECTDATE OF EVENT STARTED COMPLETEDADVISOR NAME WORK # HOME #

MISSION/PURPOSE STATEMENT

GOALS

•

COMMITTEE MEMBERS Name Position Email Phone

Date of Meetings: Time: Room:

Room for Event Scheduled:

Person Scheduling Room:

Proper Planning is the key to Perfect Events!

2-Weeks Prior ☐ Arrange to pick-up petty cash and/or cash advance ☐ Meet with advisor - finalize plans ☐ Major publicity for event ☐ Other

Week of Event ☐ Confirm all arrangements ☐ Decorate - set-up ☐ Clean-up ☐ Have fun ☐ Other

After Event ☐ Thank yous ☐ Evaluation ☐ Return petty cash and all receipts ☐ Remove publicity ☐ Return all supplies to storage ☐ Other

Notes

People Before Programs !

PROGRAM EVALUATION

Prepared by: Date: Event:How many worked on the committee? How many attended the event?Successes:

Problems:

Things to Change:

People to Approach Next Time:

Committee Chair: Advisor Signature:

Did the budget exceed allocation? How could the money have been spent better?

TIME FRAME, con’d.

12345678

••••

DUE DATE THINGS TO BE DONE WHO WILL DO IT DONE

IMPORTANT CONTACTS FOR EVENT Company Name Major Contact Address Phone Services Rendered

PROGRAM BUDGETBUDGET PLANNING AND ACCOUNTING SUMMARY

TOTAL BUDGET(Planned expenditures should not exceed this allocation)

You must have all paper work signed and processed through the collegebefore purchasing or committing to any expenditures.

Current Funding Source Last Year’s Cost P.O. # Petty Cash Estimated This Year Actual This Year

TOTAL

TOTAL

EXPENDITURES : Last Year’s Cost Estimated This Year Actual This Year

1. Decorations2. Food3. Publicity/Flyers4. Supplies/Equipment

5. Contracts/Fees

6. Awards/Recognition

7. Transportation

8. Other

9. Other10. Other

TIME FRAMEThings to Accomplish

2-Months Prior ☐ Write and present proposal Date Approved ☐ Select committee members and schedule meetings ☐ Reserve rooms/space for activity ☐ Fill out all expenditure paperwork ☐ Other

4-Weeks Prior ☐ Develop publicity plans (flyers, newspapers, letters, posters, banners) ☐ Start weekly committee meetings ☐ Make arrangements for food - who/what/where/when/how ☐ Other

3-Weeks Prior ☐ Start advertising ☐ Arrange for tables/chairs/microphones ☐ Other

PROG

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