There's no single way to manage an educational conference or symposium, but many successful event planners spread the responsibility among an organizing committee.
If you're planning a new event, or hoping to instill a fresh approach to an established one, here's one possible model event planners use as a guideline that can be adapted to your own event management needs. It describes typical roles and responsibilities of committee members and leadership who could be drawn from inside or outside your organization.
- Oversees and directs various working committees and subcommittees
- Often plays a consulting role, offering experienced insight
- Leads key organizational meeting planning
- Establishes chain of command/decision-making
- Includes representatives from each sub-committee
- Handles overall coordination of the conference
- Oversees timing and scheduling, to ensure everything happens on time
- Education/presentations committee
- Publication/website committee
- Publicity and public relations committee
- Finance/sponsorship committee
- Site arrangements committee
- Registration committee
- Exhibit/tradeshow committee
- Determines scope and content of conference program
- Recruits prospective presenters and session organizers
- Coordinates keynote sessions
- Organizes sessions and select session chairs
- Sets guidelines for speakers
- Confirms onsite audio/visual needs
- Coordinates speaker appreciation gifts and session evaluations
- Oversees production of print and online materials to ensure quality and consistency
- Brands the event using conference logo or annual theme
- Create letterhead and envelopes
- Produces program (if needed)
- Produces session handouts (in collaboration with education committee)
- Develops onsite signage, for meeting rooms and presenters
- Evaluation forms
- Assists in publicizing a call for presenters
- Compiles a media list for event promotion or coverage
- Builds attendance by including date on event calendars
- Arranges for any desired advertising or direct mail
- Writes pre-and post-conference promotional materials
- Determines fiscal responsibilities and approval process
- Seeks support of sponsors or in-kind contributions, if desired
- Sets the overall budget
- Monitors cash flow
- Tracks and records income and expenses
- Creates ongoing financial reports and updates
- Compiles final report
- Assists in selection of hotel meeting facilities
- Liaises with educational/presentation committee
- Liaises with hotels, destination management company or other suppliers
- Plans guest/delegate activities
- Plans social programs and functions
- Makes food and beverage arrangements
- Updates registration forms/online links
- Establishes payment policy
- Handles onsite operation and management
- Assembles registration packets
- Oversees development of exhibits or displays
- Promotes event to prospective exhibitors
- Arranges space layout
- Liaises with meeting venue management
- Manages exhibitor registration
- Develops an exhibit guide