University Of Minnesota College Of Continuing Education Conference Planning Task List (Page 4 of 5) in pdf

University Of Minnesota College Of Continuing Education Conference Planning Task List Page 4

Participant Registration and Management

1. Design and develop registration form.

2. Receive registrations online, by fax, or by mail on approved registration form.

3. Answer registration questions. Potential and registered participants are provided telephone numbers and e-mail addresses.

4. Answer international participant questions about U.S. entry and visa requirements.

5. Create a link from CCE registration website to the Conference website.

6. Accept fees by check in U.S. dollars payable to the University of Minnesota, credit card (VISA, MasterCard, American Express,

and Discover), University EFS number, or purchase order (bank transfers are accepted only with prior authorization by the registrar).

7. Bill registrations arriving without a payment (including PO).

8. Mail or e-mail each registrant a confi rmation receipt or invoice.

9. Prepare list of pre-registered participants.

10. Provide name badges on University of Minnesota stock or create customized name badges.

On Site

1. Move event materials into facility.

2. Check site/facility set-up (participation seating, head table, sound system, registration area, display and exhibit area, poster boards,

food function areas), and review expectations with staff .

3. Set up registration area, including on-site registration system.

4. Post room and registration area signs.

5. Set up speaker preparation area.

6. Conduct on-site registration, distribute registration packets, name badges, and register walk-in participants.

7. Welcome participants and presenters.

8. Orient speakers to use of sound system, AV equipment, and lights and obtain signatures on appropriate forms for fee payments

and expense reimbursements.

9. Answer questions and serve as troubleshooter for speakers and participants.

Event Packets

1. Propose format and contents of participant event packets/portfolios.

2. Design covers.

3. Collect and print materials.

4. Draft , develop, and print program.

5. Collate and assemble.

a. Participant name badge.

b. Event schedule/program.

c. Tickets for meals.

d. Evaluation form.

e. Notepad.

Other handouts.

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University Of Minnesota College Of Continuing Education Conference Planning Task List Page 4