Conference Program:

Determine who is responsible for providing the content of the conference program

Hold a meeting with all critical players to layout conference program contents

Typical conference program contents will include:

• Welcome letter
• Final agenda with times and locations
• Floor plan of meeting space and exhibit hall
• At a glance schedule
• List of highlighted special events or features
• Optional tours and add-on activities
• List of presenters with biographies
• Information on entertainers or special guests
• Acknowledgement of special contributors and sponsors
• Sponsor/Exhibitor advertising

Make a decision as to how the program will be presented:

• Printed
• Handouts
• Website
• Conference App

Set deadline for the receipt of final program content

Carefully proofread conference program prior to printing

Request printing bids

Hire and select vendor

Manage print deadlines

Finalize shipping arrangements

Session Handouts:

Determine what format the session handouts will be designed in:

• Book/binder
• Individual handouts
• Digital delivery

Determine who will be responsible for creating and duplicating session handouts

If presenters will be responsible, provide them with guidelines in terms of your expectations:  

• Format 
• Maximize size
• Number of copies
• Deadline

If your organization will be responsible, have your presenters send you their final handouts in plenty of time to duplicate.  Duplication time will depend upon chosen format

Decide how and when the handouts will be distributed:

• Distributed at registration
• Handed out in session rooms (if handed out in sessions determine who will be responsible - e.g. session moderator, preset by staff, student volunteers)

Create a policy for dealing with requests for additional handouts (e.g., available upon request following the conference)

Signage:

Determine signage needs:

• Sessions
• Directional
• Registration
• Meals
• Special events
• Table tents
• Name plates
• Podium and stage
• Transportation
• Speaker acknowledgement
• Sponsors/Exhibitors
• Digital

Consider the following:

• Budget
• Size
• Display options (mounting, hanging, easel, etc.)
• Color
• Site restrictions
• Shipping – to and from site
• Sponsor acknowledgement
• Logos
• Reusability

On your site visit request a physical floor plan to identify ideal placements for signage (e.g. session signage, directional signage, entrance units)

Determine whether you will create signs in-house or hire a graphic artist (or use your decorator)

Obtain signage bids from potential graphic artists and print vendors

Obtain costs for venue to hang or display signage

Obtain costs from venue if renting space to display signage

Select vendors

Create clear outline of needs and provide to vendors for design and printing

Proof signage prior to final printing and sign off with client approval

Handle shipping arrangements to venue

Compare signage to proofs onsite to make sure they are accurate

Take photos of final signage for promotional use and client records