University Of Minnesota College Of Continuing Education Conference Planning Task List (Page 3 of 5) in pdf

University Of Minnesota College Of Continuing Education Conference Planning Task List Page 3

Facility

1. Evaluate sites/facilities for compatibility with audience and program (size of rooms, breakout rooms, registration area, exhibit space,

lodging cost, room block, computer rooms, food, area attractions, costs, and handicap accessibility).

2. Negotiate facility contract, obtain UM approval, and make deposit/payment guarantee.

3. Plan food menu and place order.

a. Determine type of meals and refreshments desired.

b. Determine a budget for meals and refreshments.

c. Work with facility for meal planning detail and price.

d. Determine meeting room requirements.

4. Make fi nal guarantee for food functions.

Audiovisual

1. Coordinate speaker AV needs.

2. Order AV equipment.

3. Secure AV Technician support as needed.

4. Verify AV equipment set-up on-site.

Promotion and Marketing

1. Plan publicity and marketing strategies.

a. Create objectives for marketing the program.

b. Research markets.

c. Provide direction for types of promotion.

2. Develop, secure, and manage mailing lists (USPS – bulk/1st class, e-mail).

3. Develop, print, and mail save the date card, call for papers, posters, exhibit materials, and preliminary announcement, and fi nal brochure.

4. Prepare and send magazine/newsletter/journal and e-mail announcements.

5. List the event on the CCE Web site and online registration site.

Web Design and Web-based Services

1. Identify design and complexity for website.

2. Collect and prepare materials for website.

3. Link to registration site.

4. Update website as needed.

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University Of Minnesota College Of Continuing Education Conference Planning Task List Page 3