Conference Planning Checklist (Page 3 of 5) in pdf

3-4 Months Prior:

Conference Directors:

Finalize the Program Schedule. Please allow time for breaks, set start times for

plenary or introduction sessions to coincide with start time of classes, assign

session chairs, update program schedule on website, request CVs from all

participants.

Draft Conference Program

Update Budget

Finalize A/V equipment needs with Media Services at Brown.

o Microphones: you should have one podium mic and one lapel mic. Have

at least one, and preferably two audience mics for Q/A sessions. For panel

sessions, determine need for tables and table mics.

o Other AV needs: Overhead projectors (for plenary sessions, always have a

backup projector since they frequently go out), LCS projectors, screens,

slide projectors, video players and monitors, etc.

Conference Announcements

Send mail through bulk mailroom. Contact Brown Graphic Services for this service.

All you need is an excel spreadsheet of your contacts and addresses.

Mail brochure to each program participant and to everyone on mailing lists.

Consider email marketing in lieu of printed brochures. This could save you time

and money.

Registration

Go live for online registration and payment. Email the link to all potential

participants.

Gifts

Determine the types of giveaways if any, such as a tote bag imprinted with a

conference logo. Shipping time may depend on what you are ordering for your

guests. Please remember you are responsible for storing, mailing and transporting

your shipped items to the University.

Order your gifts.

2 Months Prior:

Conference Directors:

Finalize guest list for special events.

Update Budget

Confirm book list for bookstore sales.

Confirm needs for registered exhibitors. (Electrical, table, chairs, table drapes)

Produce printed program and get schedule to PR.

Produce conference poster, if appropriate.

Facilities

Schedule all table and chairs needed through Facilities by submitting online

service order request forms. You many also want to consider having a backdrop

behind the podium for your speakers. Also consider signposts, easels,

whiteboards, etc.

For greenery or floral arrangements, contact Facilities as well.

Conference and Scheduling Services ● Brown University ● ph: 401.863.3100 fax: 401.863.3955

Page 3 of 5

Conference Planning Checklist Page 3

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