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* Ho* mam people " ill Micni" i II this will not be known
carl). >' hj will need I facility thai can readily
adapt)
* Do > ou nerd jiw one meeting room, or will you
need v a c ' break " it rooms'
* If > ou p4an some free time, you may want to look
at attractions close by
Most hotels and coovenuon centres Mill be glad to send
quite detailed information packages, so start by phoning as
many as possible that Tit into your chosen locale
NOTE Get a name of someone for future contact and
questions
From this information using the cntena above and your
budget short list the possibilities Now go out and look
Check out the meeting rooms Look at the overnight
annmmodauons Fat in the restaurant Talk to the facility
manager about
accessibility for handicapped
catered meals banquet facilities
restaurant hours
coffee break arrangements
hospitality room ( if needed)
registration location
meeting room( s) equipment imike. screen.
overhead projector, podium, video monitors.
I m e e t i n g roontfs) can be set up ( seating, stage.
head table I
room cists ( single or double)
NOTF. If the hotel has a toll free number, delegates can
bonk their own room, making less book work for you
D r a f t agenda
Choose a theme. This will be dictated by a
particular event ( a centennial, the international year of ).
the profession of the delegates ( nurses, accountants, etc.),
or the common interest you plan to address ( consenauon.
justice, women's nghts. etc.)
Research speakers. This will be dictated
mainly by the budget you have to work with.
Particularly in rural areas, you may find speakers
who will ofTcr their services free, or for a small honoranum
Look within your own organization for speakers
' 101 rniinciii departments usually have speakers available
( Dept of Agriculture Health & Welfare, etc ) Check with
speakers bureaus for professional speakers on your topic
Ask for laput from people w ho hav e heard speakers at other
events If there is another event with similar theme in the
area, check out their speakers From the day you know about
this event, you should be collecting information on
possible speakers Keep a file
Block out your time frame Start Coffee
breaks Meals Closing Business ( if applicable) Free time
Closing Now you can sec what time slots are open for
speakers
Contact speakers. First contact can be by phone
* Ask if they arc available
* . All costs their fee. and other requirements such as
travel, accommodations rental car. etc
* Discuss the theme you want them to speak on
( also the approach you'd like them to take, le
information, training, persuasion)
* what equipment or arrangements they will need
* Ask them to send their resume. \ S \ P
They will ha » e questions, too
* Where''
* When'
* Who to?
* Other speakers''
* The nature of the event
This phone call should be followed up by mail
Send them as much informauon as possible about the event
* a draft agenda ( or better) of speakers and their topics)
* info about the likely audience ( age. profession, gender.
common interests, etc ) Send an information
package on the club or organization, if applicable.
* confirmation on time, date and location
* confirmation on fee and other requirements
* other needs ( equipment9)
In most cases, it is best to get a signed contract
regarding time. date, fees and other requirements
NOTES Sometimes local airlines will donate airfare in
return for suitable acknowledgement on the program
Registration Fee
This is basic math. Take all your costs and divide
by the number of participants If this is an event for profit,
add a reasonable percentage
When adding up your costs, remember these:
* speakers' costs ( fee, travel, accommodations, meals,
hospitality, extras they may require
* facility costs ( all meeting rooms, banquet room
registration and hospitality room , if needed)
* meals ( if included)
* accoromodauons ( if included)
* entertainment
* tours
* hospitality wine & cheese, host dnnks, snacks, coffee
breaks.
* shuttles to bus. airport and or shopping
* rentals ( of any equipment not provided by facility)
* advertising & publicity include costs of producing and
pnnung. postage, media advertising, etc.
* registration costs, name lags, printing of programs.
convention package ( folders, paper, pencils,
maps, agendas )
* free' delegates Some special guests will have
registration, meals, accommodation, travel, or all
of these given free be sure to count this as an
expense
Object Description
| Rating | |
| Title | Communicate with Confidence/Project Report |
| Language | en |
| Date | June 1999 |
Description
| Title | communicate with confidence 63 |
| Language | en |
| Transcript | * Ho* mam people " ill Micni" i II this will not be known carl). >' hj will need I facility thai can readily adapt) * Do > ou nerd jiw one meeting room, or will you need v a c ' break " it rooms' * If > ou p4an some free time, you may want to look at attractions close by Most hotels and coovenuon centres Mill be glad to send quite detailed information packages, so start by phoning as many as possible that Tit into your chosen locale NOTE Get a name of someone for future contact and questions From this information using the cntena above and your budget short list the possibilities Now go out and look Check out the meeting rooms Look at the overnight annmmodauons Fat in the restaurant Talk to the facility manager about accessibility for handicapped catered meals banquet facilities restaurant hours coffee break arrangements hospitality room ( if needed) registration location meeting room( s) equipment imike. screen. overhead projector, podium, video monitors. I m e e t i n g roontfs) can be set up ( seating, stage. head table I room cists ( single or double) NOTF. If the hotel has a toll free number, delegates can bonk their own room, making less book work for you D r a f t agenda Choose a theme. This will be dictated by a particular event ( a centennial, the international year of ). the profession of the delegates ( nurses, accountants, etc.), or the common interest you plan to address ( consenauon. justice, women's nghts. etc.) Research speakers. This will be dictated mainly by the budget you have to work with. Particularly in rural areas, you may find speakers who will ofTcr their services free, or for a small honoranum Look within your own organization for speakers ' 101 rniinciii departments usually have speakers available ( Dept of Agriculture Health & Welfare, etc ) Check with speakers bureaus for professional speakers on your topic Ask for laput from people w ho hav e heard speakers at other events If there is another event with similar theme in the area, check out their speakers From the day you know about this event, you should be collecting information on possible speakers Keep a file Block out your time frame Start Coffee breaks Meals Closing Business ( if applicable) Free time Closing Now you can sec what time slots are open for speakers Contact speakers. First contact can be by phone * Ask if they arc available * . All costs their fee. and other requirements such as travel, accommodations rental car. etc * Discuss the theme you want them to speak on ( also the approach you'd like them to take, le information, training, persuasion) * what equipment or arrangements they will need * Ask them to send their resume. \ S \ P They will ha » e questions, too * Where'' * When' * Who to? * Other speakers'' * The nature of the event This phone call should be followed up by mail Send them as much informauon as possible about the event * a draft agenda ( or better) of speakers and their topics) * info about the likely audience ( age. profession, gender. common interests, etc ) Send an information package on the club or organization, if applicable. * confirmation on time, date and location * confirmation on fee and other requirements * other needs ( equipment9) In most cases, it is best to get a signed contract regarding time. date, fees and other requirements NOTES Sometimes local airlines will donate airfare in return for suitable acknowledgement on the program Registration Fee This is basic math. Take all your costs and divide by the number of participants If this is an event for profit, add a reasonable percentage When adding up your costs, remember these: * speakers' costs ( fee, travel, accommodations, meals, hospitality, extras they may require * facility costs ( all meeting rooms, banquet room registration and hospitality room , if needed) * meals ( if included) * accoromodauons ( if included) * entertainment * tours * hospitality wine & cheese, host dnnks, snacks, coffee breaks. * shuttles to bus. airport and or shopping * rentals ( of any equipment not provided by facility) * advertising & publicity include costs of producing and pnnung. postage, media advertising, etc. * registration costs, name lags, printing of programs. convention package ( folders, paper, pencils, maps, agendas ) * free' delegates Some special guests will have registration, meals, accommodation, travel, or all of these given free be sure to count this as an expense |
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