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ACTA Adelaide : ACTA Adelaide
22 Planner's Guide 2009/10 Two Years Form committees, sub-committees, elect chairperson. Set the date. Negotiate with venue for facilities and services. Select venue (if hotel, block book room types and numbers). Draft a budget. Eighteen Months Develop the program matrix (business and social). Develop the conference theme. Identify relevant topics and speakers. Select venue (if hotel, block book room types and numbers). Send letter of invitation to invited speakers. Design publicity and promotion campaign. Identify potential exhibitors and sponsors; create database. Create sponsorship and exhibition packages, design brochure, distribute. Distribute first announcement flyer. Develop and launch conference website. Open cheque accounts and organise credit card facilities. Revise budget. One Year Invite local dignitaries and VIPs. Continue sponsor and exhibition solicitation. Consider program for accompanying person; pre/post tours and confirm. Identify printing requirements - e.g. signage, brochures, posters, etc. Obtain design and printing quotes. Develop call of abstracts timeline. Organise insurance and any security/licences requirements. Revise budget. Nine Months Confirm speakers and audiovisual requirements. Finalise conference program. Distribute call for abstracts brochure. Select gifts for speakers. Continue sponsor and exhibition solicitation. Book entertainment for social program. Identify transport requirements and book. Review and maintain budget. Six Months Organise registration system (manual/online). Send copy of program to speakers. Continue sponsor and exhibition solicitation. Organise conference satchels to hold materials. Review and maintain budget. Three Months Distribute registration brochure. Organise news releases. Organise audiovisual requirements. Record any delegate registrations and update hotels. Book photographer. Acquire local attractions literature. Select menu for meeting/conference. Implement sponsorship and exhibitor entitlements. Review and maintain budget. One Month Arrange technical onsite equipment. Review delegate numbers (implement additional marketing, if required). Reconfirm speakers / chair people. Update hotels with delegate bookings. Organise a 'running sheet' for all events and sessions within the program. Distribute detailed speakers' instructions. Review and maintain budget. event planner's checklist Of course each event is different, however to assist with your planning ACTA are pleased to suggest some key milestones in the lead up to your event.