GUIDELINES FOR CONFERENCE
PLANNING
Presenting a
Proposal
Initially the Board can brainstorm or someone can bring up an idea for a
meeting topic
If the board is interested in pursuing the idea, a person can be assigned to
be the Chair of the meeting topic to present the proposal at the next board
meeting.
Present your idea to the Board at the next monthly meeting. Use the following
checklist as a guide for a five-minute presentation:
- Topic
- Type of meeting (breakfast, dinner, all-day seminar)
- Location (identify possible meeting places and associated costs)
- Timeframe (identify possible dates for meeting, keeping other Chapter and
Section events in mind)
- Budget-Calculate "break-even" number of attendees (approximate costs)
- Ideas for speakers
- Consider co-hosting a meeting with another organization
- Rough outline for agenda
- Assign four people from the chapter to fill the following positions to
assist in conference development
- Duties & Responsibilities
Chair Responsibilities
- Logistics/ Coordination
- Track progress on schedule
- Refine Budget/ Establish Registration Fee (nonmembers, members, students)
- Topic/Target Audience-Develop Proposal
- Develop Contracts (if joint sponsor)
- Verbal report to Board at the end of event
- Coordination between other chairs
Technical Chair Responsibilities
- Confirm Speakers
- Set Agenda
- Coordinate handouts
- Follow up confirmation/Thank you
- Arrange for facilitator/introductions (obtain speaker bios for
introductions)
Logistics Chair Responsibilities
- Location/Contracts with meeting place
- Guestimate number of attendees to determine room size
- Date/Time
- Food/Refreshments
- Arrange A/V
- Flyer (develop, print, fold and mail)
- Mailing labels
- Newsletter Announcement
- Web site Announcement
- Gift/Certificate for speakers
- Obtain map to place of event
Registration Chair Responsibilities
- Receive registration notices
- Track prepaid and pay at the door
- Coordinate participants w/ PNWIS & chapter membership chairs
- Optional-provide list of participant
- Nametags
- Obtain AWMA propaganda (table-top exhibit, membership brochures,
newsletter, etc.)
- Cash box/make change
- Staff registration day of event
- Forward money to treasurer
- Coordinate up-to-date head count for food
- If exceed capacity, advise overflow that they cannot attend or develop
wait-list
Membership Chair Responsibilities
- Be present at registration desk or arrange for substitute
- Have membership forms and general information
- Arrange for quick announcement on membership benefits upcoming events and
how to join
- Sign up and track new members
- Coordination getting new members into mailing database
Tips for preparing for half-day/full-day seminars
- Consider luncheon speaker
- Remember to include breaks
- Use a committee to plan event
- Consider a meeting or conference call with all speakers to discuss their
topics and content
- Have several people at the registration table
- Consider sending confirmation letters with written directions to attendees
- Provide folders that contain meeting agenda, list of attendees, evaluation
form, and handouts
- Send confirmation letters to speakers
Tips on Hotel/Restaurants
- Visit the hotel/restaurants to view the layout
- Arrange post event payment
- Ask about the following:
-AV
-Registration table
-Signs
announcing event
-Can they accommodate last minute changes in # of
attendees
Tips for preparing a flyer
- Announce meeting and speakers
- Describe topic
- Include agenda
- Include date, location, time and menu
- Include RSVP info.
- Consider deadline for registration
- Use AWMA registration chair as return address
- Send about six weeks in advance
List
of Print Items for the Annual Conference
Registration Packet Items (200-300)
- Attendee Name Tag
- Colored Meal/Event Tickets
- Conference Program
- List of Attendees
Single Print Items
- 24"x36" Session Announcement Signs (one
per room and each 1.5 hours session)
- Sponsor Recognition Signs for coffee breaks, fun run
breakfast (unless sponsor provides)
- Signs to Identify Registration and Exhibitor areas
- Small signs that ID each exhibitor booth
- Direction signs to get people around the hotel and
to events if needed
- Signs to mark special tables for luncheons/banquet
- Course materials for the Professional Development
Course (instructor may provide)