NC ACDIS CONFERENCE PREPARATION CHECK OFF LIST
HOSTING FACILITY
⃞ 1. Select a Location/Venue
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For approximately 100 people
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Need the exact max capacity of the room to capitate participation, if needed.
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Equipped with Microphone (headset or handheld), Lecture Stand, Screen A/V Equipment and Laptop with USB port for thumb drives
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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?
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Does the Venue have Teleconferencing Capabilities - Skype, Webinar
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Tables:
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Seating arrangement for 100 attendees - prefer tables with chairs for participants,
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Registration table (with 2 chairs),
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Tables or arrangements for buffet lunch presentation, (tablecloths) - same or different room - any associated costs with “set-up”, additional Lunch space?
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Obtain Food/Catering considerations for Venue for Board
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Does the food have to be prepared by the Venue -?
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is food allowed to be brought in? (ie breakfast foods)
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List of local restaurants to consider for catering
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Vendor contact
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Add the menu to the conference webpage
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Water should be available throughout conference time.
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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
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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.