Communicate with Confidence/Project Report

              * incidentals, your travel, phone calls, postage, photo
copying, decorations, GST, gratuities
* gifts, presentations and door prizes
When adding up costs, consider the following
suggestions for reducing them
As mentioned, airlines will often offer deals or free flights
for speakers in return for advertising on your conference
literature. Other businesses or organizations will often
assist for the same consideration. For instance; canvass
local stores for gifts and door prizes at reduced rates, or
often free. A large company, particularly one who might
wish to have their name associated with your event, might
give cash to sponsor a coffee break. The local Chamber of
commerce or Businessman's association may be able to
help with shopping trips, local transportation or tours. Ask
everyone who might help.
When putting together your convention package, many
businesses and organizations will be glad to offer ' freebies'
of some sort to put in them
Spend a little money and a lot of time to contact a
large number of possibles'
Prepare program
From your draft agenda, prepare a complete program. This
will mclude:
* starting and closing times ( each day)
* welcome address
* closing address
* keynote or theme speaker
* meal times and format ( catered or?)
* speakers' times ( with short blurb on their presentation)
* banquet time and format ( if planned)
* banquet speaker
* other events, such as;
coffee breaks
entertainment
tours
free time
hospitality
business
* concurrent workshops ...
format
times
how they will be accessed by participants
* registration times and procedure
Suggestions on program planning
Welcome address... this can be someone from your
organization, to welcome the participants on behalf of the
organization; and/ or a local politician, to welcome them to
the town, city or province.
Closing address... This can be anyone from yourself to
a dignitary, just a wrap- up and farewell
Keynote or theme speaker to speak to the general
theme of the event.
Banquet speaker. Should be entertaining, upbeat and
interesting.
Banquet. You may want a head table for this, Discuss
menu, format ( sit- down, buffet) and seating format with the
facility manager.
Concurrent workshops. Many conventions have two
or more workshops going on at one time.
These are repeated, so participants can attend more than
one. Since the speakers or facilitators are usually set up in a
room to present their workshop, move the
participants. Therefore, arrange that they will all end at the
same time and decide on a suitable break to allow the
participants to move. ( 10 - 15 minutes is standard). You
should decide on how many can attend per session and how
this will be determined ( preregistration? sign- up? first
come?) Also, plan a ' route' to move people as
conveniently and quickly as possible.
Free time, tours, etc. A tourist attraction in the area,
a theatre performance, or even an afternoon of shopping
might be appreciated by the delegates, particularly if they
are from out of town Cost of transportation and entrance
can be included in registration or by individual choice. ( To
get group rates on entrance fees and arrange transportation,
you need to know, in advance, how many are interested)
Free time, just be sure you have some suggestions, maps,
etc. to offer. You may want to appoint someone to look
after this part of the program
Time allotments will depend on the length and size of your
event.
Committees
For bigger or longer events, you may want to
delegate some of the tasks. Be sure that the committees
work closely with you so that plans will come together for
the event
Registration... appoint a committee
They should determine how registration will be handled.
Design a registration form that answers the questions you
need to know...( will they need shuttle, accommodations,
any special requirements, etc ) Advertise fee and how to
preregister. The committee should also look after name tags
( good to have them pre- printed if registration is in
advance), convention packages, money & receipts. Decide
on how they will manage ' door" registration
NOTES: Have sufficient people on registration desk to avoid
long line- ups. Have a special line for preregistered people
to pick up their convention packs and name tags ( and room
keys if applicable)
Have the area & procedure well marked by signs
Have it in a free flow area to avoid bottlenecks
Convention packs should include agenda, map of premises,
info on other aspects of the event, how to recognize and
contact a host in case of need, freebies and info, pencil &
paper, an evaluation form and a welcome.