CDC/OERs/Meetings and Conference Management

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INTRODUCTION

 * 1) Learning Objectives
 * 2) Introduction to Events
 * 3) Introduction to Meetings

STRATEGIC EVENT PLANNING PROCESS

 * 1) Determining the purpose of the meeting (event)
 * 2) Identifying relationship of meeting (event) to organizational strategy
 * 3) Identifying stakeholder needs, expectations, and desired outcomes
 * 4) Preparing program outline (e.g., topics, content, potential speakers)
 * 5) Obtaining and analyzing statistics and historical information related to meetings (events)
 * 6) Design program details that meet needs of participants
 * 7) Identify successful criteria for evaluation of meeting (event)
 * 8) Preparing comprehensive timeline (project plan) for meeting (event)
 * 9) Preparing meeting (event) specifications
 * 10) Developing marketing plan for meeting (event)
 * 11) Assessing technology requirements
 * 12) Creating marketing materials for the meeting (event)
 * 13) Creating, leading and managing project team

FINANCIAL AND CONTRACT MANAGEMENT

 * 1) Identifying ancillary revenue sources and/or cost savings opportunities
 * 2) Developing budget for meeting (event)
 * 3) Determining fees for participation, if any
 * 4) Conducting Request for Proposals (RFP) process
 * 5) Negotiating contracts
 * 6) Securing appropriate types and amounts of insurance
 * 7) Managing resources within budgeted guidelines
 * 8) Ensuring completion of the payment and/or billing processes

FACILITIES AND SERVICES

 * 1) Determining the appropriate geographic location for the meeting (event)
 * 2) Determining the appropriate venue for the meeting (event) (e.g., hotel, convention centre,conference centre)
 * 3) Conducting site inspection to determine viability of location and venue including potential offsite activities
 * 4) Conducting a pre-meeting (event) briefing (pre-con) with suppliers and facility providers [2-3]
 * 5) Coordinating security procedures with venues
 * 6) Planning, ordering, and overseeing technology requirements for the meeting (event) [2-3]
 * 7) Conducting a post-meeting (event) review (post-con) with suppliers and facility providers

LOGISTICS

 * 1) Establishing invitation and/or registration procedures for the meeting (event)
 * 2) Assessing risk management issues in order to determine needed insurance and operations
 * 3) Determining exhibitor booth assignments and setup process for exhibits
 * 4) Securing transportation arrangements for the meeting (event)
 * 5) Managing the housing reservation process
 * 6) Identifying security measures required for each facility and/or meeting (event)
 * 7) Communicating travel arrangements for participants to get to and from an event site
 * 8) Managing all aspects of food and beverage functions
 * 9) Preparing and reviewing housing reports in a timely manner
 * 10) Determining the setup for function rooms including seating and audiovisual (A/V) requirements
 * 11) Coordinating the shipping of materials to and from the meeting (event) site
 * 12) Tracking and recording continuing education credits earned

PROGRAMME

 * 1) Reviewing goals of meeting and determine details of program to meet those goals
 * 2) Securing speakers
 * 3) Manage the contractual relationship with speakers
 * 4) Securing entertainment for the meeting (event) (e.g., music, artists)
 * 5) Determining food and beverage arrangements that support program objectives
 * 6) Arranging ancillary programs in conjunction with the meeting (event) including pre-and post-meeting activities
 * 7) Determining audiovisual (A/V) needs
 * 8) Arranging media and public relation activities for the meeting (event)

SUMMARY
summary of the above goeas here

Find the step-by-step details of the tutorial here