NH & VT Conference to do list from 2018
(For samples of meeting arrangement documents see Meetings pages)
VT & NH Conference to do list.
Decide on topic/theme
Find presenters, and create the agenda with them.
Reserve space
Revise agenda & invoice (keep a blank invoice you just keep using for every participant)
Explore food options and get total cost per guest for AM and Lunch if providing both or any
Send out reminders 3 mos, 2 mos, 1 month out
Send out registration with directions, and food information – 60 days and 30 days prior. *it’s easiest if folks fill out the registration online, so you can copy and paste their information onto the invoice. They can either mail a check in or pay the day of.
Get W-9 from your business office, electronic copy is helpful. But make a few hardcopies to give out the morning of the conference if folks want them.
Headcount for food and cost per head
Make name tags with name, institution’s name, and institution’s symbol
Once I started I created folders for paid invoices/unpaid invoices/and name tags.
All kept alphabetically by name of attendee.
I also kept a folder with name tags – alphabetically
I sent an electronic invoice and w-9 by e-mail when I received payment, and it will make the morning of the conference less chaotic.
I prepared an invoice in advance when I received each registration from someone planning to pay the day of the conference, and kept it ready for the morning of to give to them with a name tag, and a w-9 if they needed it.
With each registration I took the lunch info, and kept a list by name with their food info. I also marked with an asterisk if they paid in advance. This list will help you when you have to create your lunch order.
That’s all I can think of for now.
But finding the speakers was the biggest piece for me, and it took a while – I started organizing my meeting pretty soon after the last one was over. Personalizing the information, and creating the directions, invoice is all good stuff to do when you have quiet days. Then when you are busy – it’s easy to grab it and send it.
Barbara Widger ill.snhu@gmail.com
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Original proposals about planning
One year ahead (hopefully at the previous meeting) establish where the next meeting will be.
Then, any of the following can be combined in communications with the group.
__ months ahead: get ideas and interests from the group. (Possibly during the last half-hour of previous meeting?)
__ months ahead: enlist help from others
__ months ahead: arrange for speakers, etc.
__ months ahead: e-mail members about speakers & topics to generate interest
__ months ahead: e-mail members to establish or save a date
__ weeks ahead: send meeting Schedule/Agenda
__ weeks ahead: send final Registration
__ weeks ahead: send Directions & map link or attachment
__ weeks ahead: send Parking
__ weeks ahead: send Choice and cost of lunch