The Various Teams for Task Allocation
- Event Manager
- Planning Team
- Presentation Team
- Publication / Website Production Team
- PR Team
- Onsite Management Team
- Finance / Sponsorship Committee
- Registration Management Team
- Exhibit / Tradeshow Liaison
Event Manager
- Top Dog: Directs the efforts of working teams
- Creates chain of command and decision-making
- Plays a consulting role offering experienced insight
- Leads key organizational meeting planning
Planning Team
- Made up of the Team Leaders from each team
- In charge of overall conference / event coordination
- Oversees timing and scheduling, to ensure everything happens on time
Presentation Team
- Identifies extent and content of conference program
- Recruits prospective presenters and session organizers
- Co-ordinates keynote sessions
- Organizes sessions and select session chairs
- Sets guidelines for speakers
- Establishes onsite audio/visual and IT needs
- Co-ordinates speaker appreciation gifts and session evaluations
Publication / Website Production Team
- Brands the event with conference logo or annual theme
- Handles production of print and online media
Designs and handles production of:
- corporate conference letterhead for delegate communication
- event program, session handouts and evaluation forms
- delegate and media badges
- banners, decor, bunting
- onsite signage, for meeting rooms and presenters
PR Team
- Publicises the call for presenters
- Creates the media list for event promotion and coverage
- Builds attendance by including date on event calendars
- Produces any desired advertising or direct mail
- Prepares and writes promotional pre and post-conference materials
Finance/Sponsorship Team
- Oversees fiscal responsibilities and approval process
- Determines the overall budget
- Engages support or in-kind contributions from sponsors, where needed
- Monitors cash flow
- Records income and expenses
- Creates ongoing financial reports and updates
- Compiles final report
Onsite Management Team
- Assists in selection of hotels and venue facilities
- Liaises with Presentation Committee
- Liaises with hotels, destination management company and other suppliers
- Plans delegate activities
- Plans social programs and functions
- Plans food and beverage needs
- Ensures Disaster Management compliance
- Ensures Fire and Para-Medic compliance
Registration Committee
- Updates registration forms/online links
- Establishes payment policy
- Handles onsite operation and management
- Assembles registration packages
The Exhibit or Tradeshow Committee
- Oversees development of exhibits or displays
- Promotes event to prospective exhibitors
- Manages spatial environment layout
- Liaises with meeting venue management
- Manages exhibitor registration
- Develops an exhibit guide
Conference Planning and Preparation Topics
About Planning Early
Before You Start
What Type of Venue - City or Countryside?
Conference Budget Checklist
Conference Planning Checklist
Event Planning Checklist
Conference Organizing Teams
Conference Planning with Siyabona
