Meeting Planners
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Want to host a successful conference? Then make sure your conference attendees feel that they are well taken care of right from the beginning. Here are a few tips to make sure you are on the right track.
Handy checklist for the perfect conference packet:
- Welcome letter
- Whether it is from the conference host or a conference VIP, a personalized welcome letter helps to make a conferee feel more special and indeed welcomed!
- Schedule of events
- This helps the conferee get their bearings and plan accordingly
- Conference agenda
- Be sure to include recommended attire for the meetings and events
- If possible, print out the weather report for the week or weekend
- Events fliers
- Highlight the showcase events with more detailed notes on what the conferee can expect from the scheduled events
- Name tags
- Make sure conferees wear nametags to all events.
- Have a back-up system to make name tags on the spot just in case, heaven forbid, a name is misspelled or you have last minute attendees!
- Name cards with holders -if applicable
- Badge ribbons
- This is a nice touch to identify special guests, speakers, committee or board members, VIPs and volunteers. Be sure and “flag” the conference coordinators to let conference guests know who they can “go to” with a question or problem.
- Meal and event tickets -if applicable
- List of people attending the conference
- Be sure to include their contact information, if appropriate. i.e. address, phone number, email address, etc.
- Biographies of presenters/speakers
- Host hotel information (check-out times, phone charges, available transportation, etc.)
- Acknowledgments of coordinating committee members, sponsors and contributors.
- Map of local area
- Information on area shopping, restaurants, local attractions and history, etc.
- Note pad & pencils
- Optional: Promotional gifts from sponsors
- Optional: Bottle of water, mints, gum
