How to Run a Conference Notes collated by C.Laurence, NCC Conference Agenda • Steering Committee • Prepare final report • • • • • • Content Such as • Participant awareness or commitment • Conclusions/agreements/recommen dations • Options/priorities • Strategies/action proposals • Planning • Skill development • Select topics • Determine agenda Ensure car park is unlocked on the day Projection room open Bike racks ? Bike showers Lockup area for overnight Hang banners Advise no. of chairs close to date Accommodation • Find accommodation for interstate delegates Communications • Get conference letterhead/colours – A4, with compliments, fax sheet • Design and print poster and ad • Distribute poster Speakers, chairs and facilitators, backups, notetakers, announcers • Speakers • Select speakers and phone to invite • Deadline for response by speakers • Send thank yous • Chairs, facilitators, backup, notetakers • Select and approach chairs • Confirm chairs, facilitators and backups • Speakers details and guidelines to chair(s) • Training/briefing session for facilitators • Guidelines “what’s it all about” to facilitators, notetakers • Send thank yous • Find person for all public announcements • Send guidelines Brochure • • • • • • • • • • • • • • • • • • Workshops • Write up workshop lists for people to sign on • Venue • Confirm venue • Obtain contact name and number for venue • Determine room allocations for program • • 1 Childcare info Venue Date Request for papers, workshops Want to hold a stall Ok to put your name on a list of attendees to circulate Receipts will be available at the conference There will be a notice board there Venue and full address Date Times Who is organising it Supporters Why conference is organised and who it is for Costs Contact person and phone number Cancellation fee if any Lunch, morning and afternoon tea is included Map, directions, public transport info Conference papers to be provided Booking form • Name of attendees • Organisation • Address • Phone number • Fax number Email number Require childcare for how many? Total amount enclosed Number of days attending Not OK to distribute your contact details to attendees? Collect info re: other conference we can distribute our info at • • • • • • Media • • • • • • • • • Get all contact lists Design newsletter ad Write newsletter article Distribute newsletter ad and article Appoint media spokepersons/liaison person for the two days Media release before – organise quotes from different speakers Call media for conference (put a banner behind the speaker) Radio before event Prepare media kit to hand out on day Program • Finalise info • Design program • Print program Conference Newsletter • Article boxes • Prepare first one for program • Prepare form to fill in Conference Papers • Include in cost of conference? Need separate price for those who don’t attend • Need ISBN number Surveys • Prepare short survey for people to evaluate conference – include as loose leaf in program Documentation • Before the conference • During the conference • Photograph the speakers etc 2 Equipment list _ _ Furniture • Display stands • 6 rego desks • Tables for stalls • Tables for conference newsletter • Notice boards • Chairs • Lectern – check it is not too high or else put a box behind it for shorter people to stand on • Pamphlet racks • Tables outside rooms for newsletter boxes • 10 whiteboards for each workshop room • Garbage bins ( 1 for glasses, paper, plastic, cans, compost ) • Maybe borrow bike rack _ _ _ _ _ Sugar Honey Cups Glasses Tea towels Dishwashing liquid Dishcloths Stationery • Overhead project sheets • Pens – biros, marker pens, overhead projection pens, whiteboard markers • Clock for time keeper • Paper – all sizes ( including plenty of recycled paper ) • Cash boxes • Name tags • Cardboard • Tape – masking, clear ( in dispenser ), gaffer • Lunch tickets • Programs • Envelopes • Blu tack • Drawing pins • Filing trays for conference newsletter • Spare labels • Rubber bands • String • Whiteboard cleaners • Scissors • Stanley knife • Safety pins • Hole punch • Stapler • Paper clips • Liquid paper • Storage boxes Electricals • Photocopier ( need to ensure new toner in it, able to service within 30 mins, able to enlarge, double side • Extension cords • Double adaptors • Video monitors in workshop rooms & foyers • Tape recorder • Video recorder • Spare slide carousels • Mobile phones • Spare overhead bulbs • 2 computers for conference newsletter • Fax machine • Hearing loops • “Laser” pointer for screen Catering • Tablecloths for tables • Urns? Coffee cups, coffee, herbals etc • Glasses and jugs for speakers ( you‘ll need to clean them between sessions ) • If doing own morning and afternoon tea: _ Tea _ Coffee _ Ecco _ Herbals _ Orange juice _ Soy milk _ Teaspoons Miscellaneous • Phone cards, spare coins • First aid kit • Garbage bags • Boxes for newsletter articles to be posted • Bell for chair, call people in to conference • Cloths for cleaning • Bucket • Recycled plastic/pater bags for people who buy things • Recycling bins – bottles, compost, cans, paper 3 Hardware, tools • Pliers • Hammer • Wire • Torch • Brooms for cleaning up _ _ Stalls • Exhibition design • Banners for beside the stage • Flowers for the stage • Tablecloths for rego desks, speakers table • Signs • Shuttle bus pick up and frequency and sign holders for shuttle buses at station _ Rego desks ( must be huge ) A – L, M – Z, new registrations, speakers/chairs/facilitators/me dia _ Toilets _ Lunch _ Morning and afternoon tea _ Workshop rooms ( W1 – W10 ) _ Labels for organisers, helpers, attendees, speakers • Determine and map location of displays/stalls • Indoor plants? • • • If no children, drop them at 136 William Street The bus stop is on the south side of the railway line – there will be a sign there Invite potential stall holders via brochure and phone Find out their requirements - tell them we will be able to organise boards and tables Send info re: set up, delivery, take down Prepare map showing layout of stalls, displays Catering • Consider environmental aspects – no throwaways, compost buckets etc • Confirm catering facilities • Include morning and afternoon tea or do it yourself • Prepare instructions for caterers – where, when etc Socialising • Organise lunchtime singers/entertainment • Organise pa • Think about 1st night fun – dinner? • Think about 2nd night fun – party (local RSL) • Find entertainment for Saturday night Childcare • Get childcare info to brochure • Get childcare info to program Disabilities • Test venue _ Access to stage _ Toilets, signs (ie – well signposted ) _ Phones accessible _ Do an accessibility test _ Parking First Aid • Find someone with first aid training • Check where a first aid kit is – or bring one Travel • Find train, bus timetables for 2nd brochure • Ensure there are parking spaces for people with disabilities • Organise shuttle bus _ Bus to drive from Granville TAFE between the following hours: _ 8.30 – 10.30am _ 5.00 – 5.30pm _ If passengers have children drop them at the childcare centre off Elizabeth Street 4 Finance Instruction sheet for speakers desk Determine budget needs • Determine concessions eligibility • Any scholarships • Booking cancellation fee? • Speakers fees? • Childcare included free • Speakers expenses? • Open account • Financial reports • Pay printer of pamphlets, poster, brochure • Get insurance • Pay for venue • Finalise accounts • • • Expenditure • Publicity • Stationery • Fax, phone • Printing – 20,000 brochures, 400 programs, 500 posters, conference papers? • Postage • Venue – childcare, security, equipment • Catering – up to 60 free lunches/day • Couriers • Travel • Speakers expenses – travel, lunch, accommodation • Equipment hire – photocopier • Fundraiser event? Sponsors • Determine sponsorship possibilities • Write to sponsors • Deadline for sponsor response 5 Tick off that they’ve arrived so we know they are here Give them: _ Copy of program _ Lunch tickets _ Give notetakers copy of notetakers sheet There will be a media conference at ???, in location People to help set up, rego etc • People • • • • • • • • • • • • Just before the conference Write up policy for free lunches, participation for helpers Two days before check: • Airconditioning • Light switches • PA • Location of power points needed on the day(s) Stage managers Odd jobber Typists for conference newsletter Photocopying person People to do mailouts Help for morning and afternoon tea Set up and take down people Meet and greet speakers and show around Rego desks Friday morning: 2 A-K 2 L-Z 2 new regos 1 speakers desk Friday afternoon: 1 person Saturday morning: 2 A-Z 2 new rego 1 speakers Conference photographer Media liaison Equipment organiser _ Organise pa _ Determine speakers, facilitators, chair needs _ Organise people to move furniture _ Prepare maps for layout/placement of equipment The evening before: • Put up indoor signs • Set up rego desks, stalls, displays, notice boards • Set up coffee tables • Set up projectors, mikes, screens and check • Put desks, chairs against walls in workshop rooms (stack em neatly). Arrange chairs in circles • Make sure there are wheel chair spaces on the aisles in meeting hall On the • • • • • • Rego equipment • Money bag • $200 float • Labels and spares • Huge signs • Spare booking forms • Receipt books • Receipts • heaps of pens • Copy of worker roster • Programs • Notebook • List of attendees • Huge signs • day: Check air conditioning Open workshop room windows Put up outside signs and shuttle bus signs outside railway station Brief rego desk people Put up banners Set up speakers desk _ Flowers _ Glasses and water jugs (need to clean and replenish after each session) _ Notepads and pens _ Tablecloths Turn on and check all electrical mikes, air conditioning, overhead projectors Registration Maintain list of registrations • Write up list of receipts • Prepare computer name tag list • Prepare attendance list for distribution on the day • Determine best location for rego desks and draw map of it • Organise overnight deposit at nearby bank • Brief rego workers 6