Check List

PLANNING A CONFERENCE, WORKSHOP, OR PROFESSIONAL DEVELOPMENT ACTIVITY

• _____ Create a planning committee or group to guide the conference or workshop development process.
• _____ Choose a theme and/or focus for the event.
• _____ Identify participant/attendees and project possible numbers.
• _____ Generate a list of prospective speakers and workshop leaders for the conference.
• _____ Discuss possible donors who might be able to contribute to underwriting conference/workshops in order to keep registration costs down to participants.
• _____ Set up a meeting with the OPDS to discuss progress to date, and discuss the following details:
  • _____ Space needs for conference/workshop.
  • _____ Publicity:
    • _____ "Save the Date" flyer
    • _____ Brochure and/or flyer development
    • _____ Target audience for publicity
    • _____ Mailing/distribution timetable
    • _____ Responsibility for mailing/distribution
  • _____ Develop preliminary budget.
  • _____ Hour-by-hour itinerary for conference.
  • _____ Meal/food plans initially designed.
  • _____ Initiate requests for audiovisual services and layout of large group meeting areas.
• _____ Track final details of the conference/workshop until event
• _____ Monitor registrants and make final adjustment in food order and in physical arrangements for all facilities to be used.
• _____ Confer with OPDS to discuss conference registration on the day of the event and any support that the planning group should provide for a smooth check in process.
• _____ Confirm any final changes in audiovisual support for the conference/ workshop.
• _____ On the day of the conference/workshop, check in frequently with OPDS personnel to ensure that all aspects of the event are proceeding according to plan.
• _____ After the conference/workshop is over, contact the OPDS to discuss any details that require attention before the books are officially closed for the event.

Printable Check List [PDF]