NC ACDIS CONFERENCE PREPARATION CHECK OFF LIST

 

HOSTING FACILITY

⃞  1. Select a Location/Venue

• For approximately 100 people

  • • Need the exact max capacity of the room to capitate participation, if needed.

• Equipped with Microphone (headset or handheld), Lecture Stand, Screen A/V Equipment and Laptop with USB port for thumb drives

  • • Is there is a charge associated with the availability/use of the equipment (some facilities charge per item and also charge per hour to have an audiovisual person on site?

    • Does the Venue have Teleconferencing Capabilities - Skype, Webinar

• Tables:

  • • Seating arrangement for 100 attendees - prefer tables with chairs for participants,

    • Registration table (with 2 chairs),  

    • Tables or arrangements for buffet lunch presentation, (tablecloths) - same or different room - any associated costs with “set-up”, additional  Lunch space?

• Obtain Food/Catering considerations for Venue for Board

  • • Does the food have to be prepared by the Venue -?

    • is food allowed to be brought in? (ie breakfast foods)

    • List of local restaurants to consider for catering

    • Vendor contact

    • Add the menu to the conference webpage

• Water should be available throughout conference time.  

• Physical address/Map, Parking and walking directions to the conference area. If appropriate, forwarded to NC ADCIS Board for advertisement – NC ACDIS Flyer, NC ACDIS webpage and on the National ACDIS website

• Parking: Is there a fee for the participants to park? Closest Handicapped Parking? Adequate parking for a number of participants? Shuttle service?

⃞  2. Date

⃞  4.  Local recommended hotels.

⃞  5.  Physical Signage directing participants to locale on day of Conference

⃞  6.  Local random gifts for Door Prizes (NC ACDIS Board assists with Gifts well (Free Local Conferences, Books from ACDIS, etc)

⃞  7.  Host Facility Leadership Welcomes participants on the day of the conference
⃞  8. Has 1-2 “Conference Day Runners” to assist in coordinating Conference needs during the event.

 

 

NC ACDIS BOARD RESPONSIBILITIES

⃞  1.  Speakers - bios, and powerpoint to Board 1-2 weeks prior to Conference for CEUs

⃞  2.  Speaker evaluation forms

⃞  3.  Save the date Emailed and posted to Website/Facebook

⃞  4.  Square StoreFront for Event Completed

⃞  5.  Email blast announcing registration RSVP (Roster) and Online Payment, obtain any Special food considerations. Include registration cut off, no monies received at the door.

⃞  6.  Print Rosters/have Computer for Treasurer at the registration table and one to be saved with evaluation forms.

⃞  7. Prepare online Speaker/conference Evaluation Forms along with CEU attestation with Certificate.

⃞  8.  Prepare Conference Website with speaker presentation, meeting agenda, Food Menu (outline vegetarian selections)  and evaluations form (will bring additional evaluation forms

⃞  9.  Pictures for our website will be taken during the conference (time included in the agenda)

⃞  10. Obtain CEU's.   

⃞  11. Arrange for Breakfast Food (muffins, bagels, Danishes, juice, Coffee) plates, napkins, forks, spoons and etc.      

⃞  12. Food Arrangements completed considering Venue (include vegetarians selection)

    Breakfast - Team provided or Catered, or Venue prepared

    Lunch - Team provided, Catered, or Venue prepared

⃞  13. Attend registration table til 30min after end of registration time for late registrants arrival.