Groups
Events
Conferences & Meetings
Venues
Working Plan for an International Convention
Many large meetings decide upon a venue several years in advance, whilst others have shorter 'lead' times. Whatever the time period, by adhering to a schedule you can keep a constant check on progress through to the end of the conference.
The Hotelpacc working plan is meant to be a guideline of what should be done, by whom and when. It is based on a conference for 500 - 10,000+ delegates with a full lead-time. We have organize major events in a matter of weeks so we know lead times vary, so adapt the plan for your own requirements and lead time available.
Each committee should follow a working plan and make progress reports at Steering Committee meetings. Constant liaison with the venue and appointed professional companies assisting with the organization of the conference is very important at all stages.
In order to prepare a bid, a chairman will probably have been appointed, a steering committee formed, the theme of the conference and dates decided, potential patrons approached and operating committees established.
Committee duties
All
Prepare preliminary budgets
Steering
Appoint conference organizer/event management and registration companies, request sponsorships, seek a suitable official or celebrity to open the event.
(Hotelpacc provides comprehensive services).
Administration
Inspect potential conference cities and view meeting facilities, design logo and order stationary.
Accommodation
Assess hotel facilities in potential cities and facilities available through possible hotel reservation companies (Ask Hotelpacc for information).
Conference
Plan the proposed conference program, program provisionally mapping out topics. Approach potential speakers. Consider syndicate meetings, poster sessions etc
Publicity
Send out press release announcing the event
Tip - Ensure accommodation allocations are contracted and secured first as hotels may increase prices once the event has been announced.
Steering
Appoint hotel reservation company.
Administrator
Ensure contracts signed for venue.
Accommodation
Finalise choice of hotels and other accommodation with the reservation company.
Conference
Distribute call for papers, finalise technical program, workshops/meetings theme.
Exhibition
Prepare exhibition prospectus, select exhibition contractor.
Publicity
Prepare preliminary announcement (in the case of some conferences, this may well have been prepared at any earlier stage for presentation at a prior conference).
Tip - Keep online information up to date.
Hotelpacc can assist with the web site hosting and links.
Tours & transport
Select and appoint official airline and destination management company, review pre/post conference tour options. Ask Conference First.com to recommend a suitable range of options.
All
Review budgets.
Administration
Set up registration system to handle all delegate bookings. (Ask Hotelpacc about its online registration service designed to give you total control and quicker cash flow). Reserve a company for simultaneous interpretation, if required.
Exhibition
Mail out exhibition prospectus and booking form to potential exhibitors.
Publicity
Mail out preliminary announcement and registration form to potential delegates, sponsors and press.
Conference programme
Confirm main speakers.
Social programme
Confirm reception and dinner venues and dates, and any excursions.
Tours & transport
Finalise accompanying persons programme.
All
Review budgets.
Exhibition
Receive exhibition space deposits from exhibitors
Publicity
Print and mail second announcement and registration form.
All
Review budgets
Publicity
Sell advertising for conference/exhibition souvenir program.
Accommodation
Pay hotel deposits, if you are not using a specialist hotel reservation company.
Conference programme
Advise speakers of conference format and content, obtain biographies of speakers.
Exhibition
Mail out exhibition prospectus and booking form again if display space not fully sold.
All
Budget up-date.
Administration
Appoint security, registration and temporary secretarial staff.
Publicity
Print and mail out final conference programme with registration form and publish on website.
Conference programme
Confirm speakers' audio-visual needs.
All
Budget up-date.
Administration
Review meeting and catering arrangements with venues and hotels.
Accommodation
Review bedroom bookings with reservation company.
Publicity
Send out press release with information update.
Administration
Finalise meeting and catering arrangements with up-to-date numbers.
Accommodation
Obtain numbers update on room bookings and availability.
Conference programme
Send final instructions regarding transport, hotels and conference timings to speakers. Request copy of their papers.
Exhibition
Confirm final space requirements with venue, the exhibition contractor and ancillary services.
Publicity
Prepare and print conference souvenir programme, exhibition catalogue, accompanying persons programme, list of participants, dinner menus, invitations, luncheon vouchers, name badges, signage, welcome banners etc. Send out official invitation to the press and dignitaries.
Social programme
Confirm arrangements with dinner and reception, venues, coach companies etc.
Tours & transport
Confirm arrangements with companies involved in pre and post convention tours and the accompanying persons programme. Confirm airport transfer arrangements.
Administration
Temporary staff now start their duties (making up delegate bags, press kits etc).
All
Check all details and inform suppliers of last minute adjustments. Report to the steering committee.
Steering
Final meeting before the event.
Administration
Set up registration units, airline and tour desks, secretarial offices etc, ensure everything ready to be installed in the venue, as soon as space becomes available.
All
Final briefing of committee member and appointed staff.
Administration
Check signposting throughout venue. Register early delegates.
Conference programme
Check meeting room arrangements and audio-visual equipment. Hold a briefing meeting of all speakers, technicians and conference liaison staff. Stage rehearsal of speakers/panellists etc.
Publicity
Set up press and interview rooms. Display welcome banners.
Tours & transport
Commence airport transfers.
All
Hold daily briefing meetings with committee members, organizers and appointed staff.
All
Send out thank you letters to suppliers and/or confirmation of completion of services to service providers. Send out accreditation forms to delegates if relevant. Finalise costings and check against budget - prepare accounts for steering committee.
Administration
Send out conference proceedings.
Conference programme
Send out thank you letters to speakers.
Publicity
Prepare press release and distribute to newspapers, trade journals, along with photographs of the event. Publish results online as necessary.
Steering
Finalise accounts. Collate documentation regarding the current event to pass on to next conference's steering committee. Include report on numbers booking patterns, problems and any recommendations.
(Phew - Back to normality & no more sleepness nights!)
Remember - You can always contact Hotelpacc for solutions and expert advice.
Hotelpacc and its associated divisions does not accept liability or responsibility for the information, or any errors or omissions, set out in this listing, which is designed to be a guide for general reference purposes only.
The Hotelpacc working plan is meant to be a guideline of what should be done, by whom and when. It is based on a conference for 500 - 10,000+ delegates with a full lead-time. We have organize major events in a matter of weeks so we know lead times vary, so adapt the plan for your own requirements and lead time available.
Each committee should follow a working plan and make progress reports at Steering Committee meetings. Constant liaison with the venue and appointed professional companies assisting with the organization of the conference is very important at all stages.
In order to prepare a bid, a chairman will probably have been appointed, a steering committee formed, the theme of the conference and dates decided, potential patrons approached and operating committees established.
2 - 5 years before the conference
Committee duties
All
Prepare preliminary budgets
Steering
Appoint conference organizer/event management and registration companies, request sponsorships, seek a suitable official or celebrity to open the event.
(Hotelpacc provides comprehensive services).
Administration
Inspect potential conference cities and view meeting facilities, design logo and order stationary.
Accommodation
Assess hotel facilities in potential cities and facilities available through possible hotel reservation companies (Ask Hotelpacc for information).
Conference
Plan the proposed conference program, program provisionally mapping out topics. Approach potential speakers. Consider syndicate meetings, poster sessions etc
Publicity
Send out press release announcing the event
Tip - Ensure accommodation allocations are contracted and secured first as hotels may increase prices once the event has been announced.
2 years before the conference
Steering
Appoint hotel reservation company.
Administrator
Ensure contracts signed for venue.
Accommodation
Finalise choice of hotels and other accommodation with the reservation company.
20 months before the conference
Conference
Distribute call for papers, finalise technical program, workshops/meetings theme.
Exhibition
Prepare exhibition prospectus, select exhibition contractor.
Publicity
Prepare preliminary announcement (in the case of some conferences, this may well have been prepared at any earlier stage for presentation at a prior conference).
Tip - Keep online information up to date.
Hotelpacc can assist with the web site hosting and links.
Tours & transport
Select and appoint official airline and destination management company, review pre/post conference tour options. Ask Conference First.com to recommend a suitable range of options.
18 months before the conference
All
Review budgets.
Administration
Set up registration system to handle all delegate bookings. (Ask Hotelpacc about its online registration service designed to give you total control and quicker cash flow). Reserve a company for simultaneous interpretation, if required.
Exhibition
Mail out exhibition prospectus and booking form to potential exhibitors.
Publicity
Mail out preliminary announcement and registration form to potential delegates, sponsors and press.
15 months before the conference
Conference programme
Confirm main speakers.
Social programme
Confirm reception and dinner venues and dates, and any excursions.
Tours & transport
Finalise accompanying persons programme.
12 months before the conference
All
Review budgets.
Exhibition
Receive exhibition space deposits from exhibitors
Publicity
Print and mail second announcement and registration form.
10 months before the conference
All
Review budgets
Publicity
Sell advertising for conference/exhibition souvenir program.
Accommodation
Pay hotel deposits, if you are not using a specialist hotel reservation company.
8 months before the conference
Conference programme
Advise speakers of conference format and content, obtain biographies of speakers.
Exhibition
Mail out exhibition prospectus and booking form again if display space not fully sold.
6 months before the conference
All
Budget up-date.
Administration
Appoint security, registration and temporary secretarial staff.
Publicity
Print and mail out final conference programme with registration form and publish on website.
4 months before the conference
Conference programme
Confirm speakers' audio-visual needs.
2 months before the conference
All
Budget up-date.
Administration
Review meeting and catering arrangements with venues and hotels.
Accommodation
Review bedroom bookings with reservation company.
Publicity
Send out press release with information update.
1 month before the conference
Administration
Finalise meeting and catering arrangements with up-to-date numbers.
Accommodation
Obtain numbers update on room bookings and availability.
Conference programme
Send final instructions regarding transport, hotels and conference timings to speakers. Request copy of their papers.
Exhibition
Confirm final space requirements with venue, the exhibition contractor and ancillary services.
Publicity
Prepare and print conference souvenir programme, exhibition catalogue, accompanying persons programme, list of participants, dinner menus, invitations, luncheon vouchers, name badges, signage, welcome banners etc. Send out official invitation to the press and dignitaries.
Social programme
Confirm arrangements with dinner and reception, venues, coach companies etc.
Tours & transport
Confirm arrangements with companies involved in pre and post convention tours and the accompanying persons programme. Confirm airport transfer arrangements.
1 week before the conference
Administration
Temporary staff now start their duties (making up delegate bags, press kits etc).
3 days before the conference
All
Check all details and inform suppliers of last minute adjustments. Report to the steering committee.
Steering
Final meeting before the event.
2 days before the conference
Administration
Set up registration units, airline and tour desks, secretarial offices etc, ensure everything ready to be installed in the venue, as soon as space becomes available.
1 day before the conference (Don't panic!)
All
Final briefing of committee member and appointed staff.
Administration
Check signposting throughout venue. Register early delegates.
Conference programme
Check meeting room arrangements and audio-visual equipment. Hold a briefing meeting of all speakers, technicians and conference liaison staff. Stage rehearsal of speakers/panellists etc.
Publicity
Set up press and interview rooms. Display welcome banners.
Tours & transport
Commence airport transfers.
DURING THE CONFERENCE
All
Hold daily briefing meetings with committee members, organizers and appointed staff.
AFTER THE CONFERENCE
All
Send out thank you letters to suppliers and/or confirmation of completion of services to service providers. Send out accreditation forms to delegates if relevant. Finalise costings and check against budget - prepare accounts for steering committee.
Administration
Send out conference proceedings.
Conference programme
Send out thank you letters to speakers.
Publicity
Prepare press release and distribute to newspapers, trade journals, along with photographs of the event. Publish results online as necessary.
Steering
Finalise accounts. Collate documentation regarding the current event to pass on to next conference's steering committee. Include report on numbers booking patterns, problems and any recommendations.
(Phew - Back to normality & no more sleepness nights!)
Remember - You can always contact Hotelpacc for solutions and expert advice.
Hotelpacc and its associated divisions does not accept liability or responsibility for the information, or any errors or omissions, set out in this listing, which is designed to be a guide for general reference purposes only.