The document outlines the steps for planning a conference, including defining parameters, establishing a preliminary budget, selecting a site, identifying speakers, creating a marketing plan, soliciting presentations, determining required and optional elements, implementing the conference, and following up. It discusses factors to consider for the site such as facilities, amenities, and cost. A timeline is provided that counts down the steps from 12 months to 1 month before the conference.
1. Presented by
Lynn Voss
senior continuing education coordinator
Gina Ganahl, Ph.D.
associate dean
University of Missouri-St. Louis, Division of Continuing Education
2. Define the conference parameters
Select the site
Establish the preliminary budget
Set general conference schedule
Identify keynote speaker(s)
Create a marketing plan
Solicit and select session presentations
Determine & plan required & optional elements
Implement the conference
Follow-up
3. Sponsoring organization(s)
◦ Planning committee/staff
Conference topic or theme
Participant demographics & number
Overall budget (general figure)
◦ Self-supporting vs. funded or sponsored
Length of conference
Conference dates
Location – city and state
4. Organization’s requirements
Ease of travel to and from, and around town
Relative cost compared to other cities
Weather during conference date(s)
Availability of conference facilities
Amenities of the city
Location of the organization’s last conferences
5. Conference center + off-site hotel
◦ Advantages:
Less expensive
◦ Disadvantages:
Less convenient for participants
Shuttle service between center and hotel needed
Fewer options available- less location flexibility
Hotel with conference center
◦ Advantages:
Convenient for participants.
No shuttle service needed
Better networking opportunities for participants
More location flexibility
◦ Disadvantages:
More expensive (food, meeting space, AV equipment, etc.)
6. Items to consider:
◦ Hotel layout – flow of meeting rooms, general session
space, meal facilities, check-in, exhibitor space, security,
storage, speaker prep room…
◦ Site amenities
◦ Parking
◦ Food cost, including gratuities, & minimums
◦ Guest room attrition rate & penalties
◦ Complimentary rooms
◦ AV equipment cost or use of outside vendor
◦ Cost for exhibit amenities, i.e. pipe & drape, electric
◦ Flexibility for changing room block
10. Printed Materials: Electronic Tools:
◦ Postcards o Email blasts
◦ Brochures o Google Word Ads
◦ Posters/Banners o Phone inquiries
◦ Fliers o Links from other
◦ Booklets organizations’ sites
o Electronic calendar
postings
Registration Details:
Web site
◦ Fee breakdown
o
◦ Early reg. discounts
◦ Modes of registration
Email & mailing lists are
essential for a successful
marketing plan.
11. Tell everything about the conference!
Date & Location City information w/ links
Topic/theme Transportation information
Schedule w/ links
Pre-conference information Awards nominations
Keynote speakers Podcast of speakers or
committee chair
Registration page
Wiki or blog for pre-
Call for proposals
conference discussions
Hotel information w/ link
Contact information
12. Call for proposals – online or other
◦ Title & topic
◦ Description
◦ Presenter’s bio
◦ AV equipment needs
Committee selects presentations
Inform presenters
Schedule concurrent sessions
Create room schedule
13. Required Elements:
Meeting room set-ups
Staffing, including the selection of moderators & facilitators
Sending confirmation letters w/directions & maps
Design printed materials – program book, meal tickets, etc.
Creating signage
Planning for audio-visual needs (AV equipment schedule)
Menu selection
Determine contents of program
Determine registration set-up on site
Check-in list(s), all elements of registration packet, walk-in
registration forms, computer hook-ups in check-in area, name
tags, supplemental information sheets, petty cash box
14. Optional Elements:
Coordinate posters & poster materials for poster session
Plan entertainment
Establish giveaways
Coordinate with exhibitors
Exhibitor contracts & letters of solicitation
Plan field trips
Coordinate security for exhibitors & posters
Directory of attendees
CEU certificates or certificates of participation
15. Monitoring all
required &/or
optional details of
the previously
mentioned plan
Checking &
confirming with all
vendors and staff
16. Pay bills
◦ Pay honoraria, travel vouchers, hotel bills, etc.
Finalize the budget
Collate & report conference evaluations
Organize files for the next conference
Send thank you notes to key volunteers
17. 12 Establish dates & location – reserve meeting rooms
10 Prepare budget, establish fees, prepare proper forms
initiating program/conference
10 Determine clientele and identify sources for mailing lists
10 Identify keynote speaker(s)
8 Order/prepare mail lists
8 First draft of brochure to Marketing
7 Proof brochure
6 Brochure printed
6 Brochure and labels to mail house in in-house mail room
6 Solicit & select concurrent sessions
18. 5 Identify keynote speakers
5 Prepare confirmation letter and pre-registration materials
3 Determine & Plan Required & Optional Planning Elements
2-3 Order printed registration packet materials
2-3 Course notes to your Quick Copy shop
2 Arrange meeting room set-up, meals, breaks, etc.
2 Arrange audio-visual equipment
2 Make travel arrangements)
1 Reconfirm all meeting site arrangements, assemble all
supplies, prepare registrant list
19. Lynn Voss, M.A.
Senior Continuing Education Coordinator, Division of Continuing Education
University of Missouri-St. Louis
lvoss@umsl.edu
(314) 516-5972
Gina Ganahl, Ph.D.
Associate Dean, Division of Continuing Education
University of Missouri-St. Louis
ganahlg@umsl.edu
(314) 516-5925