VCE Services and Planning Task List

Program Planning and Design

• Develop educational design (participant needs, program and participant objectives, topics, speakers and medium of instruction).
• Select possible dates.
• Select possible locations.
• Identify sponsors for funding or services.
• Finalize program (speakers, posters, activities, dates, time, sponsorships, breakout sessions, room assignments).
• Provide timelines and assignments.
• Arrange and attend committee meetings.
• Prepare reports.
• Provide projected budget.

Facility

• Evaluate sites/facilities for compatibility with audience and program (size of room, breakout rooms, registration area, exhibit space, lodging cost, room block, computer rooms, food, area attractions, costs and handicap accessibility).
• Negotiate facility contract, obtain U of M approval, make deposits/payment guarantees.
• Plan food menu and place order with caterer.
• Determine types of meals and refreshments desired.
• Determine budget amount per person for meals and refreshments.
• Work with on-site caterer for meal planning, details and price.
• Establish meal service types (buffet, sit-down, etc.).
• Decide sites for refreshment stations.
• Determine meeting room requirements (water stations, mints, etc. at podium/tables).
• Make final guarantee to caterer for food functions.
• Confirm facility rooms are properly assigned, meal/refreshment details.

Presenters

• Contact speakers to negotiate fees/expenses.
• Inform outside speakers of U of M policies/procedures regarding payment.
• Prepare speaker honoraria and expense list.
• Send written confirmation to speakers, time slot on program, proceedings requirement, hand-out materials, etc.
• Gather AV requirements and arrange for necessary equipment.
• Collect biographical information.
• Collect abstracts/proceedings/hand-out materials.
• Make travel arrangements; airline tickets, hotel reservations, etc.
• Confirm speaker arrangements, clarify needs with speaker and facility.
• Obtain proper signatures/paperwork/receipts for honoraria and expenses.
• Submit paperwork to U of M for payment.
• Secure speaker recognition items.
• Prepare and send speaker thank you letters.

Budget and Finance

• Develop preliminary budget.
• Set final budget including expense items and registration fees.
• Establish separate budget string within U of M accounting system.
• Pay bills incurred by the conference.
• Monitor and track income and expenses.
• Report financial status.
• Prepare final budget.

Participant Credit

• Determine number of CE credits to award per program/conference.
• Prepare certificates/verification documents.

Exhibits/Posters

• Determine number expected.
• Determine dates and times.
• Check facility for appropriate space.
• Recruit exhibitors/posters.
• Select and contract with a trade show provider.
• Design exhibit area layout.
• Prepare and mail solicitation materials/prospectus information.
• Determine what is included with exhibit registration (no conference registration, one conference registration, two conference registrations, registration fee for additional staff, multi-booth discounts, etc.).
• Assign booth/poster space (first come first served, by location, by fee, by exhibitor’s choice).
• Confirm exhibitor/poster presenter registration.
• Answer questions.
• Provide on-site set up support (direct exhibitors to proper location, troubleshoot).
• Conduct exhibit/poster evaluation.

Proceedings

• Provide instructions for proceedings preparation.
• Receive/collect incoming proceedings documents.
• Arrange for professional grammatical editing.
• Assemble proceedings/edit for style.
• Publish proceedings.
• Create CD version of proceedings (file preparation/duplication/label artwork).
• Distribute proceedings on site and/or after the event.

Abstracts

• Solicit abstract submissions.
• Provide instructions for abstract preparation.
• Receive/collect incoming documents.
• Assemble/edit for style.
• Publish as part of or addendum to proceedings.
• Create CD version of abstract files (file preparation/duplication/label artwork).

Sponsors

• Determine levels of support needed.
• Develop list of potential sponsors.
• Contact possible sponsors.
• Determine appropriate recognition.
• Thank sponsors.

Web Design

• Create individual pages or sites, within the AHC web structure, for conference.
• Maintain and update pages/sites as needed before, during and after conference.
• Establish secure online registration capability.

Transportation

• Determine needs for shuttle buses and other conference needs (type of vehicles, pick-up and drop-off sites, schedule, expected numbers).
• Determine bus availability.
• Contract for transportation.
• Include transportation information in promotional and registration materials.
• Respond to participant questions.
• Provide exact route and timetable to transportation company.
• Monitor transportation service.
• Authorize payment of transport invoice.

AV

• Coordinate speaker needs with conference schedule.
• Order necessary AV, sound equipment, poster boards, etc.
• Recruit room hosts, run room lighting, operate/troubleshoot AV.
• Verify AV equipment set-up on-site.

Promotion and Marketing

• Plan publicity and marketing strategies (in conjunction with CVM communications group)
• Create objectives for marketing the program.
• Research markets.
• Provide direction for types of promotion.
• Provide ROE estimate.
• Manage mailing lists (USTAR database)
• Develop, print and mail save the date cards, call for papers, posters, exhibit materials, and preliminary announcements.
• Prepare magazine/newsletter/journal and e-mail announcements.
• Update mailing lists as necessary.
• Draft, develop and print promotional brochure.
• Mail promotional brochure using 1^st class or non-profit permit as appropriate.
• Send promotional and reminder emails.
• List conference and secure online registration at VCE website.
  

Participant Registration/Management

• Design and develop registration form.
• Receive registrations online, fax and via postal mail.
• Answer registration questions via local and 800 telephone numbers, email, fax, or in person.
• Answer international attendees’ questions.
• Accept checks, credit card payments, wire transfers, CUFS transfers or cash.
• Invoice registrants on a case-by-case basis.
• Mail or email registrant confirmation/maps/special instructions.
• Prepare list(s) of pre-registered participants.
• Prepare and create nametags.
• Conduct onsite registration, distribute packets to all registrants, register walk-ins.
• Collect fees from ‘balance-due’ registrants.

Event Packets

• Propose kind and contents of participant event packets/portfolios/bags/folders/etc.
• Design packets.
• Collect and print as necessary.
• Draft, develop and print program schedule.
• Collate and assemble packet for each individual registrant. (name tag, schedule, meal tickets, evaluation form(s), giveaways, etc.).

Evaluation

• Draft standard or customized form.
• Prepare and print evaluation forms.
• Distribute and collect forms on-site.
• Draft online evaluation, distribute URL on-site for immediate completion or email out to all participants in the week immediately following the event.
• Summarize evaluation data.
• Report data to appropriate committees. 

Other Needs

• Planning committee meetings (arrange, attend, report to).
• Entertainment (negotiate with outside vendors).
• Meeting room signs and registration area signs.
• Decorations.
• Security.
• Video conferencing.
• Conference call/phone-in speakers.
• Alcohol permits, building use permits, etc. for U of M facilities.

On Site

• Move event materials to facility.
• Check site/facility set up (seating, tables, AV/sound system, registration area, display/exhibit area, poster boards, food/meal function areas).
• Set up registration area, including web-based registration system.
• Post room and registration area signs.
• Set up speaker prep-room.
• Conduct on-site registration.
• Distribute registration packets.
• Register walk-ins.
• Welcome participants and speakers.
• Orient speakers to use of sound system/AV, lights.
• Obtain speakers’ signatures for fee payments and expense reimbursements, if necessary.
• Distribute pre-cut checks to speakers.
• Answer questions/troubleshoot.

Wrap Up

• Send thank you letters to speakers, exhibitors, sponsors, etc.
• Arrange for and coordinate post-event evaluation meeting with planning committee.