conference planning shannon borneman ilf conference manager [email protected] 317-257-2040 ext....
TRANSCRIPT
Conference Planning
• Annual Conference
• Call for Programs
• Sponsoring speakers/programs
• Unit Conferences
• Step by step conference planning – 3 months out through the day of
• Publicizing your conference
• Financial Plan do’s and don’ts
• Important deadlines and forms
• Working with the facility and caterers – who does what?
Annual ConferenceCall for Programs
• Sent out January 2014
• Due March 14th, 2014
• Program selection made end of March or early April 2014
• Speakers AND presenters informed of results within one week of conference committee meeting
• Call for Programs form will be available on website under 2014 Annual Conference tab (p. 3.41-3.42)
Nov. 17-19, 2014 Marriott East Indianapolis
Annual ConferenceSponsoring Programs
Program Planner• Fill out Call for Programs accurately!
• Make initial contact with speakers (inform ILF if speaker requests honorarium p. 3.36 – 3.37)
• Inform Conference Manager of all speaker AV needs
• Supply a host/presider for room to check badges, make announcements/introductions, and pass out evaluations
• Submit speaker bio and picture (when asked) for speaker to ILF office two months prior to conference
ILF• Send out speaker packet to all
accepted speakers
• Supply AV needs (additional requests 30 days prior to conference)
• Communicate with speakers
• Negotiate honorariums. Per diems, and lodging costs
Annual ConferenceExhibits
• Any organization, corporation, business, unit, division, or association wishing to sell, display, or promote must sign exhibitor contract
• Exhibitor contract sent out late January/early February 2014
• Table available to promote items by registration desk – must be approved by Conference Manager
Annual ConferencePublicity
• Preliminary Program
• Selected library journals
• Focus
• Statewide news media
• Info on award winners will be sent to news media one week prior to conference
• Final Program – ALL CHANGES MUST BE MADE 4 WEEKS PRIOR TO CONFERENCE!!
Unit/District ConferencesPlanning Checklist (p. 3.1)
• 8-10 at LEAST to properly plan and promote event
• LEAST 3 months prior:
• Event basics (location, speakers & sessions, decide on a need to pay honorariums, food ideas, and internet needs for attendees & speakers)
• Speaker info form p. 3.19
• Send Conference Manager food preferences and catering choices
• Decide cost for attendees (Non-Members charged 1.5 times member rate!)
• All session descriptions and titles to Conference Manager
• Agenda decided
• Complete Financial [email protected]
ExampleApril 15 ConferenceFebruary 15 Sessions decided, approval for LEUs by ISL
done (done by ILF), etc…January 15 Honorarium negotiations, location
contracted, catering contracted, session descriptions and titles, prices decided for both attendees and exhibitors, and flow of the conference all finished.
Unit/District ConferencesFinancial Plan (p. 3.7)
• Financial plan will be available online under resources or emailed upon request
• Five tabs at bottom of screen to follow along
• ONLY fill in the PINK boxes
Unit/District ConferencesFinancial Plan (p. 3.8-3.9)
• Basic Information
• Conference Location
• Coordinator Information
• Last year’s attendance
• Anticipated attendance for 2014
• Vendors/Exhibitor last year numbers and anticipated 2014
• In-gratis registrations (5 MAXIMUM)
• Registration Fees
• Vendor/Exhibitor Fees
• Donations
• Withdrawal from CPA Account [email protected]
Unit/District ConferencesFinancial Plan (p. 3.10-3.12)
• Expenses
• Conference planning meetings
• Facility
• Food & Bev – Fill out ONE option
• Option 1 – Per person costs
• Option 2 – Total amount
• Tech Equipment
• Speaker Fees
• Publicity & Printing
• Supplies
Unit/District ConferencesFinancial Plan (p. 3.13 – 3.14)
• Automatically populated
• Use this to tell how your budget is working
• Submit ENTIRE excel document for approval to [email protected] and CC: [email protected]
• Once Financial Plan approved:
• Send out Exhibitor Contract (p. 3.18) to known lists (done by ILF and Committee)
Unit/District Conferences
• 2 Months Prior to Event
• Location and Caterers contacted (assistance from ILF)
• LEU/PGP approval by ISL (done by ILF)
• Registration site created (done by ILF)
• Publicity form turned in (form – p. 3.15 with due dates)
• Create evaluation form (p. 3.23)
• Decide materials needed for day-of conference
Unit/District Conferences
• One Month Prior to Event:
• Confirm AV needs with speakers and inform Conference Manager of these needs
• Confirm with caterer the menu, expected numbers, and food guarantee due date (done by ILF)
• In-gratis form turned in (p. 3.21)
• Supply ILF with items to be printed or ordered
• One Week Prior to Event:
• Turn in food guarantee to caterer
• Confirm room set up with location
• Send info out to exhibitors & speakers
• Confirm volunteers needed for day of event
• Regular Registration ends. Late fee begins (25%)
Unit/District Conferences
• Day of Event:
• ILF staff arrives one hour prior to registration opening
• Assure at least one volunteer denoted to welcome and assist at registration
• ILF staff and committee confirm room sets
• ILF staff and committee take pictures
• Collect evaluations, LEU forms, and issue certificates
• Committee stays for clean up
Unit/District Conferences
• After the Event:
• Supply ILF with copy of meeting minutes, names of new officers, and contact info
• Review invoices and evaluations
• Final report (p. 3.24) due to ILF office by 2 months following your conference (email: [email protected])
Unit/District Conferences
