Pre-Conference Checklist
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1. Registration/Financial Management
a. Receive, receipt, deposit fees
b. Prepare name tags
c. Prepare participant
d. Prepare meal tickets
e. Prepare meal tickets
f. 2 hours on-site registration
g. Additional on-site registration
h. Vendor payment
i. Financial Reporting
2. Budget Assistance
a. Preparation
b. Monitoring
c. Consultation
3. Consultation/Coordination
a. Sponsor
b. Committee
c. On-site coordination
4. Program Assistance
a. Planning committee participation
b. Scheduling assistance
c. Checklist/Time line
d. Format Consultation
e. Agenda
-Consultation
-Development
-Typing
-Printing
f. Speaker
-Arrangements
-Contracts
-Payments
5. Marketing Services
a. Needs assessment
b. Identify key target group
c. Mailing list
-Identify
-Secure
-Build
d. Call for papers
e. Brochure
-Layout
-Design
-Printing
f. Mailing Services
g. Mass Media
-PSA’s
-News Releases
-Ads
-Press Briefings
h. Signs
6. Logistical Support
a. Hotel and/or URI Housing
-Negotiations
-Contract
-Liaison
b. Travel Arrangements
-Airline Contract
-Scheduling
-Reimbursement
c. Food Functions
-Menu meals
-Meal Counts
-Collect meal tickets
-Refreshments
-Receptions
-Special Events
d. Meeting Space
7. Exhibits
a. Solicit exhibitors
b. Arrange exhibit facility
c. Direct set up/break down
8. Audio-Visual
a. Charting needs
b. Equipment Arrangements
c. On-site distribution
9. Transportation
a. Arrange vehicles
b. Schedule
c. Arrange drivers
d. Parking permits
10. CEU’s/Credit
a. Application process
b. Certify attendance as needed
c. Reporting
11. Program Evaluation
a. Design instrument
b. Disseminate
c. Compile results
12. Proceedings
a. Collect
b. Edit
c. Print
