Planning Tips

  • In working to plan an exciting conference, keep in mind target audiences and key constituents.
  • Contingency planning!
    • The safety of conference attendees and guests is the first priority. Make sure college staff and conference volunteers are apprised of safety procedures and disaster plans.
    • Notify campus security about the conference and provide them with a schedule of events.
  • Take advantage of the opportunity to showcase your campus and any unique meeting or event venues available at or near your community college.
  • Encourage food service providers to create specialty menus and break items that may be unique to your area or college.
  • If you create a conference theme and/or look, carry those elements throughout the entire conference. Keynote speakers and presenters should be selected based upon the theme and incorporate messages that are relevant and timely to community college leadership and administration.
  • Provide for personal and social networking opportunities.
  • If utilizing outside vendors, make sure that someone on the planning committee has utilized them in the past and can speak to their quality and dependability.
  • If utilizing complex or new technology, test it well in advance. Provide for an on-site technician during the conference should problems arise.
  • Have campus maps, city maps and community resources readily available for participants and guests.
  • Provide all host hotels with a schedule of events and transportation shuttles for the conference.
  • First impressions are everything. Front line staff, hosts and volunteers should be welcoming and well informed of the schedule of events and meeting venues being utilized.
  • Consider offering a business office with computers and access to the internet and printers for all conference participants and guests.
  • If you plan to videotape and/or photograph sessions and presenters, consider requiring presenters and speakers to sign an Authorization and Release Form. A sample form has been provided in the shared document library.
  • Have FUN!