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Chamber of Commerce is a good place to go to for giveaways including conference folders and door prizes. Make sure all contracts are signed Review with legal counsel Review speakers' assignments Review all menus, room setups etc. The point of this information to inform you that if you have your direct marketing response expectations set too high, you are in for both disappointment and low attendance. A strategic plan that is created specially for your meeting is a great tool to share with all who are partners in the success of your event and will save time in verbally explaining your event to each partner. The type of conference or seminar it is must also be considered when choosing an appropriate group size.


coordination time line
If you have carefully orchestrated your meeting, taken everything into account, and assumed nothing about the capabilities of your contractors, you will be fully prepared to handle the unforeseen challenges that always seem to pop up. For larger groups a sit down meal is always recommended and preferred. Regular teleconferencing can also be utilized to enhance conference planning. These fees may not apply if you are hosting a presentation for a client for work purposes. Find your target audience and market specifically to them by the means that would make the most sense, for example, if you are trying to appear to football fans, it is best to advertise at a football game Get experts or celebrity personalities to speak or act as presenters at your seminars If you are marketing a fun or not so serious product, make your seminar more fun that technical and vice versa Never give out all of the information that is contained in a product such as a book, just give enough to capture interest and let people know that you know what you are talking about. Knowing this, this guide has shown exactly how to capitalize off of this.

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Coordination Time Line Resource

Creating a Budget

Every conference has a budget of its very own that has to be followed for the event to be a success. The budget is based upon how much income is expected from all sources set against the expenses that are anticipated.

In most cases you will have to be realistic about what is affordable within the limits of your budget income.

You will find that some things that you want will not be affordable and must be scrapped at one time or another. That is why you must always bear in mind that the price for services can almost always be negotiated.

Most conference managers try to establish the amount they need that is the minimum. However, your will find that your budget must be continually reviewed.

Personally, I think it is best to know the overall maximum right away so that you can ensure or try to ensure that you are under budget in the end.

Here are some steps that you should follow when setting up your budget:

1. Calculate the expenditures: Identify expense categories based on conference programming (venue, website, registration, conference proceedings,
speakers, secretarial, insurance, audio-visual, marketing, food/beverage
Etc.)

2. Identify possible expenses within each category that you designate your committee to.

3. Identify which expenses will be fixed and which will be variable (variable expenses tend to be based on the number of delegates e.g. meals, as
opposed to fixed costs such as marketing materials and audio-visual
requirements).

4. Calculate budgets overall income based on all potential sources of revenue e.g. sponsorship.

5. Based on expenses, expected attendance and sponsorship determine the registration fee to cover any and all shortfall.

6. Distribute the budget to the rest of the committee evenly or based on your estimated calculations for overall costs (Always leave some money aside in case of any emergencies that require these funds).

7. The conference budget may cover the complimentary conference registration for the chair; however, lodging can only be covered if there are complimentary rooms offered by the hotel, and travel reimbursement is not allowed.

8. The Board of Directors or Executive Office Representative will not pay a registration fee and you may assign a hotel complimentary room to this rep IF there is one available. This persons travel and lodging expenses are covered by the budget if not provided complimentary by the hotel.

Most of the time conference costs should be covered by the registration fees, thus the people who benefit from the conference are the ones who pay the costs.

However, the registration fee can be reduced if the budget is partially met by donations or sponsorships. It is very important that the parameters for donations be explained in writing.

You can request support for specific activities or items as much as possible, rather than blanket donations. Donations cannot be returned even if the conference breaks even or better.

Ideas for some possible resources are:

Chamber of Commerce is a good place to go to for giveaways including conference folders and door prizes.
Copy companies for discounted rates or for conference folders that advertise their business during your conference.
Convention and Visitors Bureau may sponsor refreshment break or a meeting of the program committee in their city.
Sponsoring institutions may donate the cost of general session speaker.

You may open the general speaker session to those on the local campus who would not normally come to the entire conference in return for the institutions help with payment for the speaker.