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The following is a summary of what conference attendees over the past several years want and dont want. Seafood isnt usually a favorite but salmon is a good choice universally. Each area of responsibility, such as registration, will actually be comprised of individual smaller tasks.


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The hotel may let you raise the guarantee within the 72 hours but not lower it. Try to avoid placing the mic behind the tie or under any fabric. If you are working with critical success factors, and expect the final list to be short, limiting the number of ideas is probably better. With a group of ten to twenty participants, it is likely that each participant will contribute at least one idea during the step. This is invaluable because if the building is not up to health code standards or if the kitchen is dirty would you want to eat the food?

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Extra Budgeting Tips

Conferences are not required to make a profit, but are expected to at least cover their own expenses.
Conferences are intended to provide quality programs and information at an affordable cost to its members.

Because of this, you must budget conservatively, estimating expenses high and attendance low, while focusing on keeping the event affordable for members.

As a general guideline the registration fee is under 0 and the hotel accommodations are -100 or less. These fees may not apply if you are hosting a presentation for a client for work purposes. However, some extras include the following:

Communication between the planning committee members can be enhanced by utilizing an e-mail list which can be hosted at the Executive Office. Regular teleconferencing can also be utilized to enhance conference planning. Judicious use of money for planning meetings is highly encouraged. A great way to maintain communications is through software like Microsofts video conferencing on the computer which is free.
Keynote speaker fees should not exceed 0 plus reasonable expenses (usually approximately 0 if airfare is required).
Appropriate e-mails can be sent to all members of your region by the Executive Office, at your request. Plan ahead to use this service to save printing and mailing costs and to send information to members in your regions quickly. In addition, monthly HIGHLIGHTS are sent by the EO to all members, which can include a link to your region's web page.
Food costs should be balanced with overall enhancement of the program. Luncheons are less expensive than dinners, some meals can be "on your own"
Conference materials can be donated by institutions (folders, notepads, etc.)
AV equipment may be supplied by local institutions at reduced or no cost if you go after them