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Check list for conference planning
A brief outline of the tasks which you will need to consider if you are thinking of organising a conference:
Financial:
- Drawing up and controlling budget
- Arranging banking of payments
- Arranging payment of supplier invoices
- Compiling financial reports
- Compiling final account
Publicity:
- Researching options
- Maintaining database and arranging mailshots
- Making arrangements for the following:
- Advertising
- Announcements in appropriate journals and newsletters
- Announcements on appropriate web sites
- Promotion at appropriate conferences
- Publicity through appropriate societies
- Supply of information for conference web site and liaison with web site administrator
Design and production of conference documents:
- Stationery
- Advertising materials
- Announcements
- Final programme and abstract books
Liaison with invited speakers:
- Coordinating invitations and replies
- Obtaining abstracts
- Making accommodation bookings
- Assisting with travel as required
- Arranging hospitality as required
Registration:
- Delegate registration
- Acknowledging registrations
- Banking of payments
- On-site registration
- Provision of financial status reports
Organisation of social events:
- Organising bookings
- Catering
- Entertainment
- Transport, if required
- Tickets
Abstracts handling:
- Processing all abstract submissions and mailing to allocated assessors
- Processing scores returned from assessors and preparing marks sheets for consideration by committee
- Sending out acceptance letters
- Formatting abstract details for conference programme
- Sorting and numbering of abstracts for printer
Accommodation:
- Securing appropriate accommodation for delegates and speakers
- Handling accommodation bookings
- Point of contact for enquiries
Organisation of commercial exhibition and sponsorship:
- Production of print materials
- Researching potential exhibitors and sponsors
- Maintaining a database of commercial contacts
- Liaison with exhibitors and sponsors
- Liaison with exhibition contractor
- Drawing up exhibition layout
- Invoicing
General:
- Drawing up and controlling schedules
- Liaison with venue and arranging the following:
- Catering
- Accommodation
- Audio visual facilities
- Signage
- Decoration
- Transport
- Compiling information for delegates
- Arranging delegate wallets
- Provision of name badges
- Drawing up and managing staffing plan for conferences