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No matter how big or small the conference this should always be done as a courtesy to the guests. This detailed timeline should include all of the pre event tasks; who are responsible for accomplishing the task; and the time frame for completion. Speakers, who do not show up, run overtime or change topics too much. If your facilities that you are using to host your event are not adequate, and do not provide enough workstations for each participant or even for each group, multiple users can be assigned to each workstation. How many times has s/he heard this person speak or entertain? When negotiating room blocks, food & beverage, meeting room rates, and the pyramid of miscellaneous charges, make sure you are getting the full picture.


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Ask the right questions in advance and satisfaction will be yours at the end of the conference. I will show you an example of a couple of them for your quick reference later. Judicious use of money for planning meetings is highly encouraged. Marketing Response Expectations: Easy math which is the number of names times response rate equals attendance. Speakers, who do not show up, run overtime or change topics too much.

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Getting Started - part 2 - checklists

The best way to get started with your event planning is to set up a checklist of committee members; their contact information; a list of jobs that need to be done and a list of what tasks have to be performed.

In the end, you could wind up making at least 3-4 checklists all together. I will show you an example of a couple of them for your quick reference later.

Checklist #1: Committee Members; this is just a sample, you may actually have more members and tasks than this, but this will give you the general idea.

Responsibility Member Contact #s Email
Accommodations
Food/catering
Speakers/presenters
Audio/video
Exhibits
Marketing
Printed materials
Supplies
Marketing
Food
Sponsorship





Checklist #2: Task list

Task Member responsible Cost
Order supplies
Order Food
Registrations
Tickets
Arrangements
Speakers/presenters
Audio/video rental
Accommodations
Door prizes etc.

These checklists are only a sample of what you can do when making your checklists, but you get the idea.

When you have confirmed each of the items in your list as being confirmed finished, simply check it off.

A more advanced checklist will also include the general stages of each task such as inquiries/confirmed etc. These checklists will be your saviors later.