CDC/OERs/Meetings and Conference Management

Work in progress, expect frequent changes. Help and feedback is welcome. See discussion page.

This page need updating. Collaborators needed!!. Assist if you can.
Primary Content Developer: Victor Paa Kwesi Mensah

Download the outline in .pdf here or find them bellow

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