Guide For Planning Your Event

There are many steps to take in preparing to host a convention - a large number of people are involved.
So remember; "Preparation is the name of the game."

With this checklist we hope to make the process a little easier for you and your organization. When you come prepared, you will see how easy planning a large function can be.

Pre-Bid Recommendations

• Research previous years convention details and have them available - Plan a budget
• Know when is the bid submission deadline
• Develop committees to organize and plan event activities: registration/housing, promotion, hospitality, entertainment, speakers, facility set-up and menus, volunteers and transportation
• Choose committee chairperson for each committee to lead committee responsibilities
• Create planning calendar for committees

Utilize your Conventions and Visitors Bureau

Receive assistance and contacts for securing appropriate logistics.

• Local transportation
• Area attractions for the season of your event
• Media in the area
• Recreational facilities
• Climate during the season being considered
• Distance from major cities
• Lodging establishments and convention facilities (includes rooms, meeting/banquet space, quality of services, prices and menus)
• Bid convention service including formal bid presentation and site inspection arrangements
• Referrals for convention service vendors, media outlets and promotion resources
• Registration assistance as well as name tags and welcome packets

Banquet and Convention Considerations

Identify requirements prior to meeting with banquet and convention facilities. - Registration table/head table needed

• Hospitality rooms needed
• What exhibit space is required
• Are exhibit tables/chairs available
• Number of meetings/seminars held at the same time
• Number attending each meeting/seminar
• Will you need audio visual equipment
• How do the rooms need to be set-up
• Are there special needs of the membership (dietary. hearing impaired, handicap accessible)
• Number of meals and number attending: table or buffet service - What past convention did right or wrong
• How many breaks, social hour; special decorations or seasonal items

Print Guide (pdf file)

For convention and event planning contact: