Catering and Events

Scope of the Conference

Committee

• Bring together the people involved in the conference who will form the Organising committee
• Designate specific roles for each member and ensure there is no duplication of duties 
• Draw up an activity schedule to include all tasks to be undertaken and allocate these tasks (with deadlines) to specific members of the organising committee
• Produce an events schedule which outlines the programme for the conference proceedings
• Establish what logistical bookings are required i.e venues, catering, accommodation etc.
• Arrange regular meetings with the organising committee and produce progress reports

Objectives

• Develop the conference theme
• Clarify the aims and objectives of the conference ensuring everyone is clear on this
• Establish how the project has already progressed

Finances

Budgeting

• Preparation of conference budget
• Ascertain fees and costs for everything with suppliers. This may include, but is not limited to, costs such as venue hire, professional conference services (i.e registration services) catering, audio visual equipment/support, conference materials, transportation, speakers costs, social events, accommodation etc.
• Consider how your conference will be funded. This could be a combination of delegate registration fees, grant funding and sponsorship. 

Managing finances

• You may run your conference internally, in which case you will need to set up a conference specific internal account from which to manage the conference finances
• Once you have all costs confirmed, you can proceed to set appropriate delegate fees, sponsorship/exhibitor rates etc.
• Collection of registration fees, issue receipts and chase non-payers (ensure deadline is set)
• Payment of suppliers
• Preparation of final set of accounts

Conference programme

Creating a programme

• Prepare content and timings for conference programme
• Decide on session topics
• Plot programme timings
• Draw up draft workshop/session schedule
• Revisit timings once you have booked your venues to ensure travel time between sessions in different venues is sufficient
• Establish if you are having any poster displays and ensure you have arranged adequate space to display these. This may also require you to hire poster boards.

Call for papers/abstract submissions

• Announce call for papers and set deadline for receipt
• Provide format and method of submission for paper and abstract submissions
• Confirm/reject papers submitted
• Produce book of abstracts

Speakers/Presenters

• Invite speakers
• Confirm objectives so your speakers know what you are aiming to achieve and delegate expectations are met
• Ask speakers to register and ensure this has been done
• Co-ordinate content of speakers presentations
• Request speaker biography, summary of presentation and AV requirements
• If appropriate, arrange travel, catering and accommodation for speakers
• Appoint facilitators to chair sessions
• If required, arrange rehearsals and Chairperson's briefing

Delegates

• Decide if delegates need to register in advance to attend sessions
• Produce session descriptions and speaker material for delegate packs
• If required, produce tickets and sign-up sheets
• Produce session/workshop evaluation forms

Conference venues

Check Availability

• Communicate with venues and request a proposal based on your requirements and preferred dates for the conference. Do not set dates prior to securing venues.
• Confirm with the Events team from the venue that the venue layout, catering options, audio visual equipment provision, audio visual technical support offered & accessibility of the venues meet your requirements
• Discuss the proposed venues with the committee and choose the preferred option.
• Request to hold the required meeting rooms with the venue while checking other logistical requirements align

Confirming a booking

• Confirm what venues you would like to proceed to book and ensure a contract is in place for use of the space
• Liaise with the Events team from the venue regarding the venue layout, access times, catering requirements, audio visual equipment required, audio visual technical support required & accessibility requirements
• Collate all of the audio visual requirements as comprehensively as you can as soon as possible. Some of the items you should consider are:
  • ^{Set, screens, staging and lecturns}
  • ^{Projection equipment}
  • ^{IT equipment (e.g. laptops and connection cables)}
  • ^{Audio/PA systems}
  • ^Lighting
  • ^{Other visual aids (e.g. flip-charts, poster boards)}
  • ^{Technical support required (e.g. at start of the event only or technician present throughout the day)}
• Supply the Events team from the venue with an event schedule and update them with any changes regularly

Social Programme

Deciding on social events

• Decide what social events you would like to run alongside the conference. These may be included in the registration fee or may be add ons which can be paid for in addition to the registration fee.
• Confirm a suitable programme of social activities for delegates and, if appropriate, partners. Suggestions include drinks receptions, conference dinners or excursions.
• Request quotes and availability from suitable venues and assess the suitability of the available options
• Consider what entertainment you wish to have at any social event and ensure you have confirmed availability and costs for any entertainer
• Ensure you have considered all costs within the conference budget

Confirming social events

• Contract the venues required for the social event and bear in mind added costs for catering etc. Ensure you are clear on access times etc.
• Contract any entertainment providers required
• Prepare table plans, name badges and tickets for events as required
• Book coaches and taxis where applicable

Accommodation & Transport

Accommodation

• Decide whether you intend to facilitate the provision of accommodation for delegates
• Accommodation options could include Hotels or University residences in the summer months
• If you do intend to make accommodation block bookings then ensure you have costs, booking procedures and timelines confirmed with accommodation providers.
• The University's Accommodation Services team can assist if you're booking student residences for your delegates
• Given the ease of delegates booking accommodation at a price point that suits them via internet booking portals, it is not always a necessary inclusion to have accommodation options provided.
• Glasgow Convention Bureau's booking tool can be used by delegates to reserve rooms
• If you are not organising accommodation, you can choose to provide some information on local accommodation available to the delegate to book directly

Transportation

• You may be required to arrange and book transport between airports, stations, event, accommodation and social events
• This may be necessary for some speakers depending on what agreement you have with them
• This may not be necessary for delegates as they are often happy to make their own way to a venue and accommodation
• If you are not providing transport, you will need to ensure you have provided relevant information on public transport options for delegates
• If booking transport, liaise with the transport company on appropriate timings, routes and pick-up points
• Produce transport schedule/manifest and clearly issue this to those who require it

Marketing your event

When marketing your event you will need to consider the following:

• Sponsorship
  • Identify potentially interested sponsors
  • Draw up sponsors proposal to identify the ways in which they will benefit from supporting the event
  • Confirm sponsorship package and timelines for when funding will be received

• Exhibitors
  • Decide on realistic number of exhibitors for your event and ensure adequate space is available to accommodate them
  • Create exhibitor packages - you may opt for one price or tiered pricing
  • Produce exhibitor information pack in order to promote stand space
  • Co-ordinate the organisation of exhibitors and prepare exhibitors' information and site plan.

• Promotion of the Conference
  • Identify ways of promoting the conference via various channels (e.g. websites, mailing lists, promotional literature, associations, societies and other organisations).
  • Ensure early promotional offers are clear from the start such as early bird sign up fees, reduced student fees etc.

• PR/Advertising Campaign
  • Ensure a small number of people are involved in this who can ensure a consistent approach
  • Create advertising plan to decide on most effective ways of advertising the conference.
  • Identify appropriate mediums such as social media, websites, press etc
  • Submit press releases (these should always include conference and contact information)