Dunedin, New Zealand - Tourism and Convention Planner 2008/2009 - (Page 14)

CONFERENCE PLANNER’S CHECKLIST CONFERENCE PLANNER’S CHECKLIST Use this checklist as an indication of the work that needs to be done. The list is a guide only however, use it as a starting point and build. Further information is available from the Dunedin Convention Bureau. EXECUTIVE & CO-ORDINATION O Consider the dates and size of the meeting and alternatives: commencement and closing times (ensuring a fit with connecting transport schedules) and check for conflicting events: public holidays, school holidays, big events O Decide allocation of work and additional resources required, including on-site management CONFERENCE PROGRAMME O Decide on theme and structure O Confirm venue requirements: see below O Organise transport for delegates to and from venues O Arrange and book speakers and/or workshop/panel leaders and manage fees, travel, accommodation, collection of papers O Confirm the social programme: entertainment, sightseeing, activities O Accompanying persons’ programme including participation in conference sessions and/or social events and/or specialist activities and transport and child minding services O Reconfirm all arrangements and numbers VENUE O Selecting appropriate meeting venue(s): - Location: geographical and physical factors: e.g. city/resort, convention centre/hotel - Type of venue, price range and attitude and efficiency of employees - Catering requirements - Ensure adequate recreation space/facilities - Check no reconstruction or refurbishing is underway on site/ nearby - Accessibility to city, airport, charter & sightseeing services O Meeting rooms (confirm these arrangements for each room): - Appropriate working space - Shape and dimensions, access for set-up and breakdown, suitable lighting and controls, acoustics, air conditioning - Seating/tables set-up: e.g. theatre, boardroom, schoolroom, U-Shape, T-Shape, V-Shape, banquet/dining, breakout/occasional groupings (Prepare diagrams showing how rooms are to be set up) - Registration/secretariat tables in room or lobby O Sleeping Rooms/Accommodation: - Determine expected numbers and negotiate hotel/motel package rates including VIP rooms and other specialist requirements, e.g. wheelchair access - Confirm agreed policies on early/late arrivals & departures, accompanying persons (including child rates), and payment for “no-shows” O Signage requirements: venue identification, room allocation, services directions - toilets, conference programme and timetable, trade exhibition layout (if applicable), sponsors’ signs O Technical and equipment requirements: - Staging, display screens, lecterns, data projector/overhead projectors, VHS video, projector trolleys, projection screens, laser pointers and remote controls, extension cords, extra lenses and bulbs, sufficient power supply and accessible power outlets, special lighting, microphones - hand held and lapel, other audio equipment, video cameras and positions - Access to technicians on site and backups in the case of technical problems O Other site management: - Room allocations and requirements - media, sponsors, trade exhibitors,VIPs and national bodies, access - wheelchair, vehicular, decor - banners, signs, plants O Trade exhibition liaison, equipment storage and delivery, timing for conference set-up and breakdown O Venue cleanliness, security, parking, visitor information service FINANCE/ACCOUNTING, ATTENDANCE & ADMISSION O Prepare the budget: - Profit objectives - overall and for individual events; Main programme budget, entertainment/events budgets, exhibition budget; Cash flow O Set registration fees and payment policy; fees for special events, cancellations/refunds policy O Prepare a sponsorship guide and approach possible sponsors. Sponsorship may include: naming rights to the conference and/ or to plenary sessions, workshops, exhibition, travel to and from the conference destination, advertising on conference accessories (satchels, pens, name tags), functions O Record-keeping requirements: decide on computer, accounting programme, and collect attendance information: - Attendee categories with appropriate fees records, attendee card files or forms, ticketing by day, event O Revenue administration: charges to delegates, sponsors, exhibitors O Expenses administration: payment of accounts SECRETARIAT AND ON-SITE MANAGEMENT O Location and fit-out of secretariat office: furniture (special needs?), office machines & supplies, housekeeping supplies, storage facilities, radiotelephones for organising staff, organisational noticeboard - arrivals and departures, tour programmes, last minute changes O Communications - for secretariat, delegates and media: computer links (including e-mail) and printers, telephones and facsimiles, photocopying services, photo processing facilities, mailbox and DX box O Stationery: letterhead paper, printed envelopes, folders, notepads, message pads, pens, staplers, scissors, tape, storage cartons, registration forms, personnel badges, tool kit and safety kit O Location and set-up details: furniture & equipment O Funds control: credit card facilities, cash drawers O Daily newspapers AND SO,YOUR CONFERENCE HAS ENDED. Everyone has had a great time, and has been very generous with their compliments and journeyed home leaving you to put up your feet. Before you do that, do not forget that there are still some things to tidy up: O Send acknowledgements and thanks to speakers, suppliers, venues O Reconcile accounts and prepare balance sheet. O Write a report.This will be a valuable resource for the company, association and future organising committees O Feedback sheet to delegates. Good Luck! PAGE 14

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Dunedin, New Zealand - Tourism and Convention Planner 2008/2009 Contents Tourism Dunedin Dunedin Facts and Figures Maps Annual Events Dunedin City Dunedin i-Site Visitor Centre A to Z Visitor Guide CONFERENCE VENUES & SERVICES Conference Planner's Checklist Convention Venues Capacity Index Dunedin Convention Bureau Dunedin Centre Larnach Castle Celebrations Otago Museum Taieri Gorge Railway Tamarillo Events & Conferences Ltd ACCOMMODATION Belmont House Garvan Hotel Corstorphine House Fletcher Lodge Lisburn House One Royal Terrace Kaimata Kingsgate Hotel Dunedin Larnach Lodge Mercure Leisure Lodge Pacific Park Quality Hotel Cargills Scenic Circle Dunedin City Hotel Scenic Circle Southern Cross Hotel St Clair Beach Resort The Churrch in Lawrence The Victoria Hotel TRANSPORT & TOURS Arthur’s Tours City Taxis Classic Jaguar Limousines Cycle Surgery Dunedin Taxis Dunedin Tours & Charters Luxury Chauffeurs Moa Bicycle Safaris Nature Guides Otago Oceana Gold Otago Explorer Taieri Gorge Railway The Big Limo The Southern Scenic Route Zest Food Tours of New Zealand ACTIVITIES & ATTRACTIONS Cadbury World Chisholm Park Golf Club Dunedin Botanic Garden Dunedin Casino Dunedin Chinese Garden Dunedin Public Art Gallery Elm Wildlife Tours Larnach Castle Monarch Wildlife Cruises & Tours Natures Wonders Naturally New Zealand Marine Studies Centre and Aquarium New Zealand Sports Hall of Fame Otago Settlers Museum Penguin Place Piping Hot Haggis Royal Albatross Centre Speight’s Brewery Heritage Centre St Clair Golf Club The Theomin Gallery (Olveston) Wild Earth Adventures RETAIL & DINING Jan McLean Dolls New Zealand Shop Etrusco at the Savoy Ports O’call Bar and Grill The Hungry Frenchman The Speight’s Ale House A Cow Called Berta Esplanade High Tide The Rooftop SAMPLE ITINERARIES 1-Day City & Peninsula Options 1/2 Day City Options 1 & 3 Day Peninsula Options 1 & 3 Day City Options 5 Day City & Peninsula Option

Dunedin, New Zealand - Tourism and Convention Planner 2008/2009

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