Program Development
* Setting clear goals and objectives for your program
* Establishing timelines
* Identifying, corresponding, and drafting agreements with speakers
* Producing instructional materials
* Preparing abstract books and conference proceedings
Track Development
Call for proposals (presentations)
Speaker recommendations
Publicity and Promotion
* Planning and implementing a promotional strategy tailored to your program’s needs
* Preparing price quotes
* Designing, producing, and distributing a brochure that will effectively convey information about your program to potential participants
* Hosting and designing a conference Web site
* Planning and organizing e-mail campaigns and maintaining e-mail lists for future use
* Drafting and executing press releases and public service announcements
* Creating mailing lists of potential participants and maintaining those lists for future use
Administration
* Offering secure Web registration and secure credit card processing
* Collecting fees
* Acknowledging registrations
* Preparing participant name badges
* Reproducing and assembling information packets
* Providing staff for on-site registration services
* Maintaining roster of participants
* Collecting abstracts
* Arranging exhibits, displays, or poster sessions
* Coordinating banquets and receptions
* Planning tours and field trips
* Overseeing photography, special awards, and recognitions
* Awarding University of Illinois Continuing Education Units (CEUs) or Continuing Professional Development Units (CPDUs)
* Providing comprehensive on-site management and trouble-shooting for your entire event
* Providing continual and current enrollment tracking
Financial Management
* Preparing budgets and financial statements
* Performing break-even analyses
* Helping you establish appropriate registration fees
* Ascertaining required start-up funds
* Researching outside funding sources
* Obtaining estimates for services
* Soliciting bids
* Communicating with vendors
* Expediting all conference bills
* Tracking income and expenses from start to finish
Facility Coordination
* Helping select and inspect the conference site
* Negotiating and writing contracts
* Serving as a liaison with meeting facility staff
* Configuring meeting space
* Arranging for housing and meals for attendees
Post-Conference Wrap-Up
* Evaluating program and providing follow-up findings
* Writing and distributing thank-you letters to speakers and other contributors
* Processing post-conference payments, such as for travel or speakers, and other expenses
* Providing a detailed financial report
* Maintaining mail and e-mail lists of attendees for use in announcing future programs
