Determine what activities will be planned during the conference:

Select the types of activities you will plan:

• Group activities as part of the agenda
• Optional activities
• Team building
• Add-on (extra fee)
• Spouse-only
• Children’s activities
• Offsite Excursions
• Dine arounds

Research ideas for the activities, for example:

• Golf
• Tennis
• Swimming
• Spa
• Local attractions, tours and sights
• Shopping
• Sporting events
• Local shows, theatre and festivals
• Gambling
• Discos, clubs and lounges
• Restaurant outings and group meals
• Boating/Sailing
• Fishing
• Water skiing
• Snorkeling or scuba diving
• Walking and hiking paths
• Biking
• Horseback riding
• Skiing, snowboarding, ice skating and other winter sports
• Pool, table tennis and darts
• Card games and board games
• Shuffleboard
• Video games 

Look at what activities have been provided in the past and what attendees might be interested in based on demographics and conference theme.  

• Determine the budget for activities
• If activities are not part of the agenda, decide who will pay for them
• Determine how many people will be part of each activity
• Look at when the activity is to be held and how long it will last
• Decide if alternative activities will be scheduled and available
• Finalize activities, locations and timelines
• Select and hire vendors

Research options

• Obtain bids and information
• Compare prices
• Negotiate group rate
• Check references
• Check reservation and cancellation policy
• Sign contract
• Set up billing

Implement!

• Book transportation (be sure to include travel time in your plans)
• Arrange for entertainment
• Coorindate food and beverage
• Arrange for signage
• Book professionals for any lessons to be provided
• Organize any contests or tournaments that will be held, including prizes and awards
• Research costs for awards and prizes and have them approved by the client
• Ship awards and prizes to the venue
• Determine how people will register for the activities, and how confirmations will be sent
• Include activity fees, transportation and other information on registration site and conference materials
• Look into insurance if needed
• Ensure attendees sign waivers on any activities where accidents or injury could occur

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