4.  Financial Management

• Bank Accounts
• Conference Insurance
• Professional Indemnity Insurance
• Budgets
• Registration Fees
• Forecasting attendance

Page 20 - 27

5.  History of past Events

• Avoid the mistakes of the past
• Information you must collect
• Surveys

Page 28 - 28

6.  Goals

• How to set & measure your Conference Goals
• Financial
• Education Program Satisfaction
• Social Program Satisfaction
• Increased Membership
• Increased Profile

Page 29 - 30

7.  Who can help You

• Who to contact for what
• Convention Marketing Bureaus
• Conference Organisers (Meeting Planners)
• Venue Finders
• Destination Marketing Bureaus
• Speakers Bureaus, Entertainment Agencies
• Production Companies
• Exhibition Contractors
• Audiovisual Contractors
• Name Badge Suppliers
• Conference Merchandisers

Page 31 - 32

8.  Venue Selection

• Choosing a Venue
• Briefing for a Proposal
• Venue Contracts
• Site Inspections

Page 33 - 38

9.  Promotion

• Conflicts of Dates
• Desired attendance
• The Promotional Plan

Page 39 - 40

10.  Public Relations & Media

• Your Goals
• Your Issues
• Expectations
• Media Releases
• The Steps

Page 41 - 42

11.  Air & Ground Travel

• Air Travel Times
• Group Fares
• Internet Fares
• Official Travel Agent
• Travel Insurance
• Meet & Greet

Page 43 - 44

12.  Delegate Management

• Software
• Registrations
• Registration Systems
• Internet Registrations
• Complimentary & Discounted Registrations
• Delegate Insurance
• Confirmations Letters

Page 45 - 48

13.  Educational Program

• Presenters
• Timing
• Sessions
• Audience Involvement
• Facilitators & MC’s
• Opening & Closing Ceremonies
• Chairpersons
• Technical Tours
• Poster Sessions
• Portrayal in Registration Book
• AGM’s

Page 49 - 54

15.  Social Program

• Advice for all Functions
• Welcome Receptions
• Dinners
• Entertainment
• Pre & Post Tours
• Partners’ Program

Page 59 - 65

16.  Publications & Printing

• Advice on Design
• Promotional Fliers
• Registration Brochures
• Invitations
• Handbooks
• DVD’s & CD’s
• Menus
• Certificates
• Satchels
• Name Badges
• Tickets

Page 66 - 74

17.  Web Site Design

• General advice on Design

Page 75 - 75

18.  Sponsorship & Exhibition - Selling & Managing

•  Your Product
• Your Salesperson
• Your Data Base
• The Invitation
• Trade Exhibitions
• Selling Process
• Sponsor & Exhibition Management

Page 76 - 81

19.  Risk Management

• Different Risks
• Reduced Attendance
• Expense Over-runs
• Bad Weather
• Speakers who do not turn up
• Medical
• Data Security
• Personal Security
• Fire & Flood
• Incident Reports
• Public Risk

Page 82 - 85

20.  Audiovisual & Room Set Ups

•  Briefing an Audiovisual Supplier
• General Advice
• Room set-ups
• Terminology

Page 86 - 88

21.  Catering

• Considerations for all events
• Styles

Page 89 - 90

22.  The Last Month

• Regular contact with Suppliers
• Leave free time in your day
• Event Orders
• Running Sheets
• Planning for next year
• Some Items that may be missed

Page 91 - 95

23.  On-Site

• Briefing your Staff
• Bump in & Bump out
• Managing the event

Page 96 - 97

24.  Post Event

• General Advice
• Thank you letters
• Tidying up

Page 98 - 98

Glossary of Industry Terms

Appendix 1 - Entertainment Ideas

Appendix 2 - Selecting a Conference Organizer (PCO, MP)

Appendix 3 - Briefing a Conference Organizer for a Proposal

Appendix 4 - Conference Organizer Fee Structures

Page 99 - 110

Page 111 - 111

Page 112 - 112

Page 113 - 113

Page 114 - 115

The Excel Spreadsheets

Checklists

The Checklists provide lists of items to be considered for your own events.
In most cases, the items are self explanatory but many explanations are also given.

Checklist – Education Program.xls
Checklist – Exhibition.xls
Checklist – Finance.xls
Checklist – How much time will it take.xls
Checklist – On-site.xls
Checklist – Printing of First Flier.xls
Checklist – Printing of Handbook.xls
Checklist – Printing of Registration Brochures.xls
Checklist – Printing of Surveys, Name Badges, Menus, Certificates.xls
Checklist – Promotion.xls
Checklist – Satchels.xls
Checklist – Social Program.xls
Checklist – Sponsorship.xls
Checklist – Venue & Accommodation.xls

Templates

The Templates are provided so you can immediately begin to customise them for your own events.

It is suggested that you do not begin the customisation until you have read the manual.

Template – Calculate your Major Planning Steps.xls
Template – Budget (Draft Format).xls
Template – Payment Schedule (Draft Format).xls
Template – Presenter Status (Draft Format).xls
Template – Promotion & Publicity (Draft Format).xls
Template – Sponsor Status (Draft Format).xls
Template – Suppliers Register (Draft Format).xls
Template – Timeline (Draft Format).xls

Budget examples

There are three examples of financial statements with graphs of the expenses.

They may assist you by comparing the general level of expenditure required for different budget items.