CONFERENCE Checklist Date: Location: Status Complete by 9 Months Out Who Category Planning Planning Planning Planning Planning

Planning Planning Planning Planning Venue Planning Planning Marketing Financial Financial Financial Financial Financial Item Determine event objectives Decide date window Decide attendee target number Decide ticket price Decide on session topics Discuss speaker options Decide on honorarium amounts Decide on partners/orgs/assocs to contact Discuss participant target list Confirm venue options - availability and costs Create on-line event folders & binder Assign tasks on checklist Add event and marketing dates to event calendar Draft budget Review & sign budget Submit project code request & budget Fill out PO's & put on budget Submit PO's Comments

6 Months Out Marketing Marketing Marketing Marketing Marketing Marketing Marketing Marketing Marketing Marketing Marketing Marketing Marketing Speaker Speaker Speaker Speaker Speaker Speaker Speaker Speaker Speaker Speaker Speaker Speaker Venue Venue Suppliers Venue Venue Venue 4 Months Out Participants Participants Participants Participants Speaker Speaker Speaker Speaker Financial Draft participant confirmation letter Send participant confirmation letter Track responses to participant confirmation letter (Cvent) Track participant fees Draft speaker confirmation letter Send speaker confirmation letter Track responses to speaker confirmation letter Build speaker bios & photos Reassess & submit updated budget Discuss pre & post publicity needs Build & edit participant invite list Design save-the-date flyer Design brochure Edit save-the date flyer and brochure Print flyers for office and on-site uses Post event on website Build & edit invitation list for mail-out (if applicable) Send deposit to Mailing House (if applicable) Order letterhead, envelopes & other stationery Design & print formal invitation (if applicable) Oversee mailout (if applicable) Send out Save-the-Date email to lists Build & edit speaker invite list Contact partners/orgs/assocs Draft preliminary timed program Edit preliminary timed program Draft speaker invite letter Edit speaker invite letter Send speaker invites (mail/email) Track responses from speakers Draft moderator invite letter Edit moderator invite letter Send moderator invites Track responses from moderator Book hotel Book restaurants/outside venues Book transportation company Send venue deposit(s) Arrange room block & room rate Get maps of area

Financial Speaker Speaker Speaker Speaker Marketing Marketing Marketing Marketing Marketing Marketing Marketing Marketing Marketing Marketing Marketing Marketing Marketing Marketing Marketing Marketing

Submit more PO's and cheque reqs, if needed Draft moderator confirmation letter Send moderator confirmation letter Track responses to moderator confirmation letter Update timed program Post in business calendars/listings 1 2 3 Distribute to partner organizations 1 2 3 Book ad space 1 2 3 Post on Facebook/LinkedIn and other blogs & sites 1 2 3

3 Months Out Marketing Financial Financial Speakers Speakers Marketing Marketing Marketing On-site On-site Suppliers Suppliers Suppliers Suppliers Suppliers On-site On-site Venue 1 Month Out Marketing Financial Financial Financial Report on ticket sales Reassess & submit updated budget Submit more PO's and cheque reqs, if needed Track payments to date Select menus, wine, linens, centrepieces, dcor, flowers, amenities, coatcheck, a/v. staging, flags, floorplan layout, signage, media food & seating Send information for BEO to venue Approve 1st draft of BEO with tentative numbers Send rooming list Get room confirmation numbers from hotel Collect guest names Compile speaker bios & photos Follow up with outstanding guest names Follow up with outstanding bios & photos Follow up on all other outstanding form information (flight times, contact info, security info, cell #s) Send arrival/departure info to transportation company Approve pick-up times from transportation company Get pick-up/drop-off location, directions, and on-site cell numbers from transportation company 2nd draft of conference booklet Report on participant numbers Update budget and submit to accounting Submit more PO's and cheque reqs, if needed Update timed program Track speaker responses Update database with bouncebacks & new info Pull new list Send email reminder Create 1st draft of conference booklet Get signboards designed Book photographer Book translator, if applicable Order customized speaker gifts Order participant package supplies Order name badges, inserts, lanyards Discuss security plan Enact security plan Get floorplans and menus from venues

Venue Venue Venue Venue Venue On-site Speaker Speaker Speaker Speaker On-site On-site On-site On-site

On-site

Get bilingual business cards for staff (if applicable)

2 Weeks Out On-site On-site On-site Venue Venue Venue Venue Participants Speaker Speaker Speaker On-site On-site On-site On-site On-site On-site On-site On-site On-site On-site On-site On-site On-site On-site On-site On-site On-site On-site On-site On-site 1-2 Days Out Venue Venue Venue Venue Suppliers Suppliers Meet with banquet manager Approve final BEOs Check hotel rooming list and amenities Get cell phone from hotel & make sure number matches Meet with transportation company Meet with photographer Distribute bilingual business cards to staff Send last-minute arrival/departure info to transportation company Approve updated pick-up times from transportation company Send updated numbers and changes for BEOs to venues Send rooming list updates Get room confirmation numbers from hotel Review, sign, and fax back BEOs Send participant final confirmation letter Send speaker final confirmation letter Send discussant final confirmation letter Send moderator final confirmation letter Finalize conference booklet Go to print on conference booklet Go to print on signboards Send menu card wording and FI logo to venue Collect other Institute materials (eg. papers) Mental walk-through of event Schedule meetings with venue for day before event Merge accommodation sheet Merge participant roster Merge speaker/session sheet Make participant name badges Make speaker & guest name badges Make staff & photographer & translator name badges Make placecards Stuff participant packages Check laptop remote access Send out of office notice to all staff Change email/voice message Pack event boxes (separate list) Copy documents for on-site folder

Suppliers On-site On-site On-site On-site On-site On-site On-site On-site Onsite On-site On-site On-site On-site On-site On-site On-site On-site On-site On-site On-site On-site On-site On-site On-site On-site On-site On-site On-site On-site On-site On-site On-site On-site On-site On-site On-site On-site On-site

Meet with translator Check for messages from speakers Check for messages from participants Print updated nametags Print updated placecards Update conference booklet Give participant packages to hotel with instructions Iron flags & banners Get signboards delivered

Print/update late name badges Print/update late placecards Make sure speakers, discussants, and chairs/moderators are introduced to each other Double-check departure time with speakers Check hotel signage Assess set up for traffic flow, sightlines, fullness of room redirect staff Set up and manage registration area (if joint event) Set up display Double count seats against guarantee Assess attendance and rearrange/remove seats as needed Ensure seats up front are full - pull people up if needed Assist people to find seats Set out name tags (if joint event) Set out placecards Check menu cards Speaker gifts to podium Water for speakers, discussant, moderator Hang banners and podium signs Get bearings - washrooms, coatchecks, exits Clean up registration area Walk through with banquet captain Walk through with a/v techs Host staging meeting with all speakers Cue speakers & chairs Monitor and cue photographer, as needed Monitor sound Monitor temperature Monitor lighting Monitor timing

On-site On-site Week After On-site Planning On-site Planning On-site On-site On-site Speaker Participants Speaker Marketing Marketing Planning Marketing Financial Financial Planning 2 Weeks After On-site On-site 4 Weeks After Financial Suppliers Planning 6 Weeks After Financial Financial Financial Financial Planning Planning Planning

Get photo cds from photographers before leave city Check master account breakdown of costs with hotel before leave city

Change voicemail and email message Book debriefing meeting with all Unpack & replenish event box Distribute debriefing minutes for follow up Delete bad/duplicate photos Upload photos to website Send photo link to staff Send thank you letters and photos link to speakers, discussants, moderators Send thank-you email, photos link, & evaluation form to attendees Update speaker invite list Enter business cards to database Submit list to Evan to flag RE with attendees Update EAB with attendance Add list of partners to RE Give final participant list to accounting Follow up on unpaids Update Master Checklist with new ideas

Make & order photobook Send photobook to attendees

Process invoices & follow up on outstanding PO's Add new suppliers to Suppliers Database Provide results of evaluation forms to relevant parties

Provide detailed general ledger with revenues & costs Update budget with actual costs Present & analyse budget Determine value of tax receipt & GST Update event binder Add speakers to speaker database Sign off checklist