Communicate with Confidence/Project Report

              times people are around. You may have time ( during
registration, for instance) to have some hands- on' display
such as crafts. Be sure there will be time for the group to
look these over
* A way to defer expenses is to have a sales table with
souvenirs of the event. Appoint some people to look after
this.
* Make sure the people appointed to thank the speakers
have either a cheque or a gift to present them A cheque
should be in an envelope and the amount is not mentioned.
A gift may be wrapped or n o t
* Make sure the registration desk and the sales table have a
cash float for change
* If a tour is on a.' sign up', basis appoint someone to set up
a table near registration ( well marked by signs). Have times
they are available on the sign. They, too, may need a cash
float.
* If workshops are sign- up' have a well marked table for
this, too, with times of operation.
* Make sure a representative of the facility ( who can find,
repair and move things) will be available throughout the
event Know where he can be found. Give this info to the
hosts.
* Discuss room( s) set- up with facility manager Most
people ( especially if they are taking notes) prefer a
classroom setting with tables. The workshop rooms may be
OK with just chairs. Banquet seating should be fairly roomy.
( They may offer choices of format and colour of
tablecloths.) Head table guests will appreciate a front skirt
on the table. Water should be near the podium at all times.
Be sure it is easy to get in and out ( long lines of seats are
inconvenient).
Be sure they can offer the equipment you will need, such as
mike, podium, overhead, etc. in ail the rooms. Ask about
lighting, ( your hosts need to know where the switches are,
to dim for slides). Discuss registration area, hospitality
rooms, etc. Go over your program with him to be sure your
times and his agree ( coffee breaks, meals, registration, etc.)
Note: if business is to be discussed, such as nominations
and motions, ask for a microphone to be placed in a
convenient spot on the floor Speakers from the audience
will not have to make their way up to the stage.
Checklist
Within the last few days, you should:
* Meet with all your appointees and committee leaders Go
over the plans for the entire event looking for anything
that might have been overlooked This is best in a group, as
they can all cross- check as to who is doing what, when and
where
* Have committees confirm all their arrangements,
le transportation, entertainment. tours,
* Confirm all your speakers ( by phone )
* Confirm facilities Give up- dated attendance numbers
* Collect all the things you need to take to the event and be
sure the committees and appointees have theirs
Suggestions ... cheques and gifts for the speakers, door
prizes, presentation articles such as certificates, literature,
name tags & receipt books, convention packages,
giveaways, signs, posters, displays, host identification
ribbons ( or whatever has been chosen), minute book. an\
report you may have to make, detailed copy of the program,
your speech, and assorted miscellaneous such as pens,
paper, tape, tacks, marking pens, paper clips and stapler
The night before ( or that morning)
* Check the facilities for seating, equipment, coffee, etc
* Check the equipment
During the event;
* Be available let your committees, appointees and the
facility manager know where you can be found at all times
* Have the chairperson make announcements, at appropriate
times to remind the audience of sign up tables, workshops,
tours, displays, hospitality, etc.
* Be sure to ask ( more than once) that
everyone fill in and return their evaluation
slips
After the event:
* Be sure everything ( poster, signs, papers) are
removed from the facility.
* Be sure all committees, appointees and anyone
else who helped are adequately thanked
* Pay the bills.
* Make up a financial statement
* Read all the evaluations summarize them
* Make up a report
In conclusion
The planning descnbed is generic You should adapt to the
specific event you are planning. Many of the suggestions
may be too elaborate for a small conference, but they have
been included for those who may be planning something
longer or bigger
If you know someone who has planned a similar event, ask
them for suggestions If they can give you a suggestion on
something that really worked well ( or didn't), it is valuable
advice
MERE'S TO A
SUCCESSFUL
EVENT!