Conference Planning Manual
| I. | Introduction | ConfMan-Intro&ExecDir.doc | ||
| II. | Association Executive Directors/ Secretaries and Association Presidents | |||
| A. | Conference Site Selection | ConfMan-Intro&ExecDir.doc | ||
| III. | Vice Presidents | ConfMan01-VPs.doc | ||
| Appendices: | ||||
| A | Program Proposal Form | VP-ProgramProposalForm.doc | ||
| B. | Program Proposal Tips | VP-PPTips.doc | ||
| C. | Sample Projected Budget | VP-Budget.doc | ||
| D. | Sample Speaker Confirmation Letter | VP-SpeakerConfirm.doc | ||
| E. | Sample Final Report | VP-FinalReport.rtf | ||
| F. | Sample Event Schedule | VP-Schedule.xls | ||
| IV. | Program Planning | ConfMan01-ProgPlan.doc | ||
| V. | Local Arrangements and Conference Coordinators | ConfMan01-LocArr&ConfCoord.doc | ||
| Appendices: | ||||
| B. | Sample Conference Evaluation Form | |||
| C. | Sample Conference Final Report | LocalArrange-FinalReport.doc | ||
| VI. | Treasurer | ConfMan-1-Tres.doc | ||
| Appendices: | ||||
| A. | Sample Expense Disbursement Form | SampExpDisbA.pdf | ||
| D-F. | Sample Ledgers & Reports | Treasurer-Samples.xls | ||
| Base Treasurer's Spreadsheet | TresLedger.xls | |||
| VII. | Audio Visual | ConfMan-AV.doc | ||
| Appendicies: | ||||
| A. | Sample Final Committee Report | AV-Report.doc | ||
| VIII. | Events | ConfMan-Events.doc | ||
| Appendicies: | ||||
| A. | Sample Final Committee Report | Events-FinalReport.doc | ||
| IX. | Exhibits | ConfMan-Exhibits.doc | ||
| Appendicies: | ||||
| A. | Sample Registration Form | SampFrmLtA.doc | ||
| B. | Sample First Exhibitor Letter | SampFrmLtB.doc | ||
| C. | Sample Exhibitor's Information sheet | SampFrmLtC.doc | ||
| D. | Sample Second Exhibitor's Solicitation Letter | Exhibit-SecondSolicit.doc | ||
| E. | Sample Confirmation Letter | Exhibit-Confirmation.doc | ||
| F. | Sample Letter for Non-Profit Exhibitors | SampFrmLtG.doc | ||
| G.. | Sample Exhibits Evaluation | SampFrmLtH.doc | ||
| H. | Sample Final Committee Report | SampFiCommRpEx.doc | ||
| X. | Hospitality | ConfMan01-Hospitality.doc | ||
| Appendicies: | ||||
| A. | Sample Room Host Responsibilities | Hospitality-RoomHosts.rtf | ||
| B. | Sample Table Handbook | Hospitality-TableHandbook.doc | ||
| C. | Sample Table Items list | Hospitality-TableItems.doc | ||
| D. | Sample Table Schedule | Hospitality-TableSchedule.xls | ||
| E. | Sample Final Report | Hospitality-FinalReport.rtf | ||
| XI. | Meals | ConfMan01-Meals.doc | ||
| Appendices: | ||||
| A. | Sample Meal Form | MealsForm.pdf | ||
| B. | Sample Final Report | Meals-FinalReport.doc | ||
| XII. | Meeting Rooms: | ConfMan01-MtgRms.doc | ||
| Appendices: | ||||
| A. | Sample Final Committee Report | MeetingRoom-FinalReport.doc | ||
| XIII. | Partners & Donors | ConfMan01-Donors.doc | ||
| Appendices: | ||||
| A.-C. | Sample Printed Program Advertising Forms | SampPrtProgA.pdf / SampPrtProgB.pdf / SampPrtProgC.pdf |
||
| D. | Sample Final Committee Report | Partners-FinalReport.doc | ||
| E. | Sample Solicitation Letter | donorsletter1.doc | ||
| F. | Sample Solicitation Letter | donorsletter2.doc | ||
| XIV. | Printed Program | ConfMan01-PrintedProg.doc | ||
| A. | Sample Final Report | PrintedProg-FinalReport.doc | ||
| XV. | Publicity | ConfMan01-Publicity.doc | ||
| Appendicies: | ||||
| A. | Sample Press Release | SampPrRel.pdf | ||
| B. | Sample Final Web Editor Report | Publicity-FinalWebReport.doc | ||
| C. | Sample Final Committee Report | Publicity-FinalReport.doc | ||
| XVI. | Registration | ConfMan01-Regis.doc | ||
| Appendicies: | ||||
| A./B. | Sample Registration Forms | SampRegFrmA.doc / SampRegFrmB.doc |
||
| C. | Sample Program Planning Form | Registration-PrgPlanForm.doc | ||
| D. | Sample Final Committee Report | Registration-FinalReport.doc | ||
| E. | Base Registration Spreadsheet | RegisDatabase.xls | ||
| XVII. | Joint and Tri-Conferences | ConfMan01TriConf.doc | ||
| A. | Conference Committee Membership Selection Guidelines | TriConfComSelect.doc | ||
| B. | Agenda for First Local Arrangement Committee Meeting | Triconfagenda.doc | ||
| C. | TriConference Timeline | TriConfTimeline.doc | ||
| D. | Archiving TriConference Materials | TriconfArchive.doc | ||
| XVIII. | Conference Planning Manual Appendices | |||
| A. | Overall Conference Planning Timeline | ConfTimeline.doc | ||
| B | Past Conference Planning Committee Chairs by Year & Past Conferences Themes and Speakers |
ConfManual.xls | ||
| C. | Conference Expenses, Revenues and Profit by Year | ConfProfits.xls | ||
| D. | Sample Contracts | |||
| 1. | Initial Letter of Intent with Hotel(s) | SampContract.pdf | ||
| 2. | NLA/NEMA Agreement to Hold a Joint Conference | SampContrNLA | ||
| 3. | Joint Conference Agreement for a Tri-Conference with MPLA | SampContrMPLA.pdf | ||
| 4. | Joint Agreement between MPLA, NLA, NEMA, WHCLIST | SampContrWHCLIST.pdf | ||
| I. | NLA/NEMA Conference History Files and Archiving Files | ConfHistFiles.doc | ||