| If you are responsible for planning a conference, | | | | make sure committees are following their time lines |
| there are a lot of things that need to be taken into | | | | and make it clear who is doing what. Make sure that |
| consideration. The following tips should help you plan | | | | you are in constant contact with the facility personal |
| and guarantee that the conference you hold is a | | | | to go over menus, etc. Set the tone of the |
| success. | | | | conference and decide with organizational heads |
| Start planning at least a year before the conference | | | | what the conference program will look like. Contact |
| if you do have the luxury of time. Put together a | | | | presenters and make sure there is a deadline for |
| committee to help you do the planning. You will soon | | | | their acceptance or decline to present at the |
| see just how much is involved to making the | | | | conference. Once you have presenters, begin setting |
| conference run smoothly. Choose a date and time | | | | presentation schedules, lectures, workshops and |
| for the conference, and check national calendars to | | | | social activities. Contact each presenter with all |
| make sure that there no other major holidays or | | | | pertinent details, and give them a tentative schedule. |
| events going on at the same time. | | | | Give the presenters the names of others who will be |
| Find a suitable place to hold the conference. Make | | | | attending and presenting at the convention in case |
| sure the facility is large enough to hold the number of | | | | they would like to communicate with each other. |
| people who plan on attending. When you have | | | | Work with a graphic design company to produce |
| decided on a facility, make sure you have all the | | | | quality brochures and hand out materials. Use a |
| proper paper work in place in terms of contracts, | | | | website if you have one to promote the convention. |
| licenses, etc. If you are hosting a large group, you'll | | | | If you don't you should consider setting one up just |
| need to think about hotel accommodations for those | | | | for the conference to allow for on-line registration, |
| attending the conference. You will also have to make | | | | proposal submissions and updated information. On |
| arrangements for food and entertainment. | | | | conference day, make sure registration is set and |
| Transportation to and from the convention may also | | | | orderly. Hand out nametags to each attendee and |
| be a concern that you will have to deal with. | | | | keep a database of all who attend. Keep track of |
| Establish regular meetings with your committees to | | | | your expenses and make sure you do an expense |
| make sure that you are all on the same page. Always | | | | sheet report at the end of the event. |