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It is a good idea to use a rubber-isolated shock mounts to minimize any and all handling noise. As a general guideline the registration fee is under 0 and the hotel accommodations are -100 or less. Review equipment list with participants Start assembling ideas for the registration kits, badges, agendas, vouchers, timetables, leisure activity suggestions Put appropriate literature in each kit Finalize all menus Finalize decor and floral arrangements _______________________________________________________________ Rehearse format with the venue, and decide on room setups, podia, etc. You have to appeal to your target audiences needs or problems and offer a solution to those problems If you are selling a product let some attendees participate in a live demonstration so that you can prove what you are saying about your products.


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Accommodations Food and catering Speakers and presenters Audio/video Exhibits Marketing Printed Materials Supplies Registration Sponsorship DecoratingEach of these committees will basically follow a hierarchy of overall project manager (you) and subordinate supervisors (each committee head). Don't offer solutions, provide a sample of solutions 4. 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. For the best possible results, you should use a surface at least 3 feet square; using a smaller surface tends to reduce pickup of low frequencies. Make your cancellation and no-show refund policy perfectly clear.

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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