ICT2009 & ECT2009 Countdown
233 days until ICT2009.
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3.0 Summary of Tips & Notes:
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- Set up bank account for ICT funds
- Have a qualified person in charge of all money. The less hands to touch it the better.
- Keep a detailed account of all received and spent funds.
- Choose Advisory Board members
- Determine Budget
- Enlist Financial Support
- Choose facility
- Compose a list of hotels & room rates - attendees will book directly
- Have a list of amenities and all other highlights of the hotel.
- If possible, pick a hotel that has a conference center and banquet area on site. Otherwise, try to pick hotel accommodations and conference center locations fairly close to one another. This will make shuttling easier.
- Once the facility and hotel accommodations have been selected, finalize pricing and set up shuttle between sites if necessary.
- Determine fees
- Create website
- Design Brochure
- Set-up online registration
- Send out invitation letters-Include hotel and conference center info w/ this once confirmation
- Enlist Vendors for displays during conference
- Create database of attendees using registration to obtain address info. etc.
- Get quotes on entertainment & favors
- Choose favors for gift bags
- Choose entertainment
- Choose menu's for meals
- Get quotes on any equipment needed. This includes computers, fax machines, copiers, overhead projectors and the like. If these are on hand in your department then use them. If your university has technical support for any computer malfunctions this would be very useful.
- Plan tours and other activities for guests to keep them relaxed and entertained during conference talks.
- Schedule personnel to man registration tables and assist guests
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