Example: barber

The Keynote Guide to Planning a Successful Conference

Dr Cathy KeyThe Keynote Guide to Planning aSuccessfulConferenceA Keynote Networks WorkbookContentsThe Keynote Guide to Planning a Successful Conference . Copyright 2004 Keynote Networks Ltd. All rights more information call 1-800 642 5115 or e-mail Role of the Conference a a a a Abstracts and and and and Public and a Sigh of you faced with putting on a Conference but don t know where to start?Are you trying to juggle Conference Planning with your regular job? Thenthis workbook is for organized: This step-by-step Guide to Planning your Conference isa practical tool that will allow you to plot out the critical path to success,develop a realistic timeline and allocate tasks to your committee and smarter not harder: These days you don t have to do everythingmanually.

Exhibits Registration Abstracts Marketing Printed Materials Audio/Visual Supplies Transportation Food Sponsorship ... Creating a Budget E very conference has a budget. The budget is based upon how much income is expected from all sources …

Tags:

  Budget, Exhibit

Information

Domain:

Source:

Link to this page:

Please notify us if you found a problem with this document:

Other abuse

Transcription of The Keynote Guide to Planning a Successful Conference

1 Dr Cathy KeyThe Keynote Guide to Planning aSuccessfulConferenceA Keynote Networks WorkbookContentsThe Keynote Guide to Planning a Successful Conference . Copyright 2004 Keynote Networks Ltd. All rights more information call 1-800 642 5115 or e-mail Role of the Conference a a a a Abstracts and and and and Public and a Sigh of you faced with putting on a Conference but don t know where to start?Are you trying to juggle Conference Planning with your regular job? Thenthis workbook is for organized: This step-by-step Guide to Planning your Conference isa practical tool that will allow you to plot out the critical path to success,develop a realistic timeline and allocate tasks to your committee and smarter not harder: These days you don t have to do everythingmanually.

2 This Guide includes tips and tricks on how you can use ConferenceManagerTM to provide you with an extra pair of hands .About Conference Manager: Conference ManagerTM is an online applicationthat will help you take care of the details as such as:usetting Conference goalsusetting up your registration processusending invitationsubooking transportationucollecting abstracts and papersuvoting and management of abstractsumanaging audio-visual requirementsucommunicating with delegatesucollecting paymentuevaluating the success of your conferenceThroughout this workbook you will find advice about how you can useConference Manager to get organized and give your Conference some Dr Cathy Key 1 800 642 5115 to find out how you can use ConferenceManagerTM to make your life send an email to and ask your Keynote Guide to Planning a Successful Conference .

3 Copyright 2004 Keynote Networks Ltd. All rights more information call 1-800 642 5115 or e-mail 2 The Role of the Conference OrganiserWhen we think of a Conference organiser, we typically think of the personresponsible for all the Conference logistics, however your role as a conferenceorganiser extends far beyond that. You are responsible not just for the detailsbut also for the big picture. You need to develop a vision for your conferencewith realizable goals and objectives that is maintained and supported by thedetails of the a vision for your Conference that includesmeasurable goals and objectivesuEstablish a committeeuDelegate tasks to committee membersuDevelop a timelineuDevelop the Conference programuHold regular committee members to verify that committeemembers have the support required to accomplish their tasksuHold a meeting after the Conference and gather feedbackon the Conference processuSend out appropriate thank you notes The Keynote Guide to Planning a Successful Conference .

4 Copyright 2004 Keynote Networks Ltd. All rights more information call 1-800 642 5115 or e-mail 3 Developing a VisionIf you want to develop a vision for a Successful your poll or survey of your potential attendees is a powerful way todevelop your a survey on your website and start the Conference buzz .Get a better bottom line visit ManagerONLINE Conference SOFTWAREE stablishing a CommitteeOne of your first tasks is to enlist some help! The easiest way to delegate tasksis to divide the biggest task (organizing the Conference ) into smaller areas ofresponsibility and then assign individuals to these categories. Below is a suggestedlist of areas of responsibility to which you can assign committee Keynote Guide to Planning a Successful Conference .

5 Copyright 2004 Keynote Networks Ltd. All rights more information call 1-800 642 5115 or e-mail 4 Developing a VisionResponsibilityCommittee MemberPhoneE-mailVenueAccommodationConfe rence ProgramSpeakers/PresentersExhibitsRegist rationAbstractsMarketingPrinted MaterialsAudio/VisualSuppliesTransportat ionFoodSponsorshipUse this table to keep track of which committee member is responsible for may wish to provide a copy to each committee member as a contact list toenhance the communication a BudgetEvery Conference has a budget . The budget is based upon how much incomeis expected from all sources set against the expenses that are most cases you will need to be realistic about what is affordable within thelimits of your budget income.

6 You will find that some things that you wantwill not be affordable and must be scrapped. Always bear in mind that theprice for services can almost always be Conference managers try to establish the amount they need that is theminimum. However, your will find that your budget must be are some steps to expenditure: Identify expense categories based on conferenceprogramming (venue, website, registration, conferenece proceedings,speakers, secretariat, insurance, audio-visual, marketing, food/beverageetc) possible expenses within each which expenses will be fixed and which will be variable (variableexpenses tend to be based on the number of delegates meals, asopposed to fixed costs such as marketing materials and audio-visualrequirements)

7 budget income based on all potential sources of revenue on expenses, expected attendance and sponsorship determine theregistration fee to cover the budget to the rest of the committeeThe Keynote Guide to Planning a Successful Conference . Copyright 2004 Keynote Networks Ltd. All rights more information call 1-800 642 5115 or e-mail 5 Developing a TimelineA good timeline is essential to keep you on track. A timeline can be assimple or as complex as you want. The key is to make sure the timelineincludes hard deadlines, important dates for tasks that you can t affordto form on the next page of this workbook provides a sample timeline whichwill give you some idea of the types of items to include.

8 Note that the timelineis actually shown in reverse starting with the date of the Conference . Thisis a good way of working out important timeline provides an overview of the tasks to be completed. Assign acommittee member to each task and have them sign off completed area of responsibility, such as registration, will actually be comprisedof individual smaller tasks. This workbook will help you break the larger tasksinto comprehensive task lists. These task lists can then be added to Keynote Guide to Planning a Successful Conference . Copyright 2004 Keynote Networks Ltd. All rights more information call 1-800 642 5115 or e-mail 6 Our ConferenceArea of ResponsibilityPerson ResponsibleDeadlineSign OffSet up registration deskShip materials to siteAudio-visual requirements dueFinal deadline for meal ordersFinal deadline for accommodationSend program to attendeesPublish program on websiteFinal registration deadlineSend program to the printersReserve transport for speakersReserve hotel for speakersConference Timeline 1 of 3 The Keynote Guide to Planning a Successful Conference .

9 Copyright 2004 Keynote Networks Ltd. All rights more information call 1-800 642 5115 or e-mail 7 Our ConferenceArea of ResponsibilityPerson ResponsibleDeadlineSign OffSend room size specs to venueOrder delegate bags/giveawaysEarly registration deadlineSend out meeting invitationsPublish provisional programFinal paper selectionSend papers for reviewRegistration openDeadline for call for papersInvite speakers for plenary call for papersConference Timeline 2 of 3 The Keynote Guide to Planning a Successful Conference . Copyright 2004 Keynote Networks Ltd. All rights more information call 1-800 642 5115 or e-mail 8 Our ConferenceArea of ResponsibilityPerson ResponsibleDeadlineSign OffLaunch Conference websiteVenue selectionSite visitsSite RFPs deadlineFinalize budgetPrepare site RFPsDetermine goals and objectivesConference Timeline 3 of 3 The Keynote Guide to Planning a Successful Conference .

10 Copyright 2004 Keynote Networks Ltd. All rights more information call 1-800 642 5115 or e-mail 9 Decision Date:The Keynote Guide to Planning a Successful Conference . Copyright 2004 Keynote Networks Ltd. All rights more information call 1-800 642 5115 or e-mail 10 your needs (number of attendees, space requirements, dates etc) a venue search (sites, weather, social activities, accommodation) several facilities equipped to meet your a Request for Proposal (RFP) out RFP sites (if possible) on a a contract with the chosen venue9. Inform all venues to which you sent out an RFP of your decisionPerson Responsible:Important DatesPrepare site RFP:RFP s due back:Controlling CostsProviding your venue and other suppliers with timely, accurate information willgo a long way towards ensuring your ability to control Conference Manager to provide a single point of contact for you, your delegatesand your a VenueGet a better bottom line visit ManagerONLINE Conference SOFTWAREC lose Call for Papers:The Keynote Guide to Planning a Successful Conference .


Related search queries