Conference Planning Checklist
The Office of the Vice President for Research and the Division of Development and Alumni Affairs have developed the following checklist to assist faculty who are interested in arranging a conference, meeting, symposium or seminar at Wayne State University. While these offices do not offer direct support in arranging the details of your event, we have developed this list of things to think about when planning a conference at Wayne State University.
A Conference Clearinghouse Committee, including individuals from the Office of the Vice President for Research, Development, and Special Events can assist you in determining the feasibility for your event, suggest collaborations, avoid duplication of effort, and communicate your conferences to the community. You can contact the Conference Clearinghouse Committee at 577-5600 or 577-2275.
PLAN IT
Create a planning document for your conference. The planning document will keep you on track as you carry out plans for the conference, and will be needed when you approach your department, college, or other funding sources to request financial support for the conference. Things to include in your planning document:
- Describe the purpose of the conference;
- Identify the target audience;
- Select the conference or meeting date and the site; ensure that the date does not conflict with other University activities that might affect attendance at your conference;
- Identify potential speakers;
- Decide whether CEU or CME credits will be given;
- Create a budget for conference expenses and expected income;
- Identify the University account(s) that will be used to process the conference income and expenses;
- Include a timeline for completing conference related tasks.
PAY for IT
Start looking for funding as soon as you have created a planning document. It will take several months to secure funding for a large meeting or a conference. Sources of funding:
- Arrange for funding from a Department or School;
- Apply for a government or foundation grant;
- Work with the School’s or University’s Development Office.
PREPARE for IT
Assign conference preparation activities to your conference planning committee members. Preparation activities may include:
- Invite conference presenters and send confirmation letters to those who accept. Provide maps and directions as needed;
- Get presenter bios (required for CEU and CME credit) and find out what the presenter’s A/V needs are;
- Make travel arrangements for presenters, if needed;
- Create a master list of A/V needs, including A/V for the general sessions. Don’t forget power cords, projector and screen, Internet access, lavaliere microphones, easels, and laptops loaded with Power Point;
- If CEU’s or CME’s will be granted, complete the appropriate applications as soon as possible. If CME’s, contact the Continuing Medical Education Office at 577-1453 for assistance with the application process;
- Secure a block of hotel rooms, if needed, and negotiate room prices;
- Authorize one person to approve all expenditures;
- Identify the person who will manage the budget;
- If you need food services, notify AVI or your outside vendor. Order the food;
- Arrange for review (General Counsel, Purchasing, Disbursements) of any outside contracts or agreements;
- If there will be vendor exhibits, send informational packets to potential exhibitors; assign exhibit space and arrange for basic setups;
- Advertise the conference: prepare posters, brochures, flyers, Save-the-Date cards, Call for Abstracts, as needed, and put notices in Pipeline, Life @ Wayne, Research @ Wayne, elsewhere;
- Prepare signage for the registration area, and other areas as needed; signs to acknowledge financial supporters;
- Secure notebooks, bags, pens, and writing paper for attendees, and thank you gifts for presenters, as needed;
- Create and maintain the registration database; prepare registration reports as needed;
- Prepare name tags;
- Prepare attendee conference packets (a copy of the conference program, folders, exhibitor ads, pens, and so on);
- Develop a session evaluation form and an overall conference evaluation form;
- Assign volunteers to staff the registration table;
- Assign volunteers to introduce the presenters and volunteers to provide on-site information as needed;
- Assign someone to oversee the conference on the day it takes place.
POST CONFERENCE ACTIVITIES
A few follow up activities to consider:
- Send thank you letters to presenters and to anyone who provided funding for the conference;
- Read the conference evaluation forms and use them as a guide for planning future conferences;
- Send a final conference report to any funding source that requires it.
USEFUL PHONE NUMBERS
| Meeting Space | Partrich Auditorium at the Law School | 313-577-3933 |
| Meeting Space | Auditorium at the College of Pharmacy and Health Sciences | 313-577-1716 |
| Meeting Space | Auditorium at the Engineering Building | 313-577-3780 |
| Meeting Space | Auditorium at the Welcome Center | 313-577-4982 or –3291 |
| Meeting Space | Student Center Building | 313-577-4585 |
| Meeting Space | McGregor Memorial | 313-577-2400 |
| Meeting Space | Undergraduate Library | 313-577-8854 |
| A/V | Library Computing and Media Services | 313-577-1980 |
| Catering | AVI | 313-577-2410 |
| Parking | Parking Office | 313-577-4348 |
| Photographer | Photos and Videos | 313-577-4233 |
| Security | WSU Non-Emergency | 313-577-6057 |