Skip Navigation
  • Text Size: A A A
  • Print
  • Email
  • Facebook
  • Tweet
  • Share
  • Print
  • Email
  • Facebook
  • Tweet
  • Share

HHS Conference Procurement and Planning Tookit

Procurement and Planning Requirements and Guidance for Conference Hosts

Download Word version.

Appendix 1:  HHS Conference and Meeting Planning Checklists

Checklists on this page:


Conference Plan Checklist

Conference Plan Item

Responsibility

Date

Notes

Establish budget

   

Provide Procurement on meeting requirements to acquire meeting planner contractor, hotel and/or vendors

   

Identify Project Manager Leads

   

Identify Planning Committee

   

Identify Conference Committees & Assistants

   

Assign roles and responsibilities

   

Establish Deadlines

   

Establish Action Plan and Timeline

   

Identify conference objectives and theme

   

Identify modes of promotion and advertising

   

Identify attendees

   

Identify speakers

   

Secure facilities and rooms based on attendee and speaker count

   

Establish meeting format

   

Develop themes and tracks for each session

   

Design and Set  session schedule and duration

   

Establish strategy for popular session overflow

   

Develop audio visual equipment and technician lists

   

Develop IT equipment and technician lists

   

Assess computer software needs for laptops

   

Establish target dates for registration and sleeping room cutoffs

   

Establish date for hotel guarantees

   

Approve draft agenda

   

Approve draft and final convention brochure

   

Approve draft and final Conference Pre-Registration Website content

   

Establish date for pre-registration, registration and on-site registration

   

Design database for registration tracking

   

Develop webpage for registration, documents, and  conference information

   

Determine webpage email address to receive agenda suggestions

   

Meet with all committee leads on a recurring basis

   

Discuss/resolve outstanding conference issues

   

Back to top

Structure Checklist

Structure

Responsibility

Date

Notes

Determine session goals

   

Finalize conference theme

   

Finalize agenda

   

Examine schedule and format

   

Assign presenters to sessions

   

Nominate keynote speakers

   

Develop conference announcement for participants

   

Develop conference brochure logos, colors, art work

   

Conference Program Guide draft due for review

   

Prepare work plans and checklists for Committees, Leads

   

Structure goals to tracked sessions

   

Develop system for Logistics Committee to monitor registrations

   

Develop system for monitoring preregistration for tracked sessions

   

Identify networking opportunities, leisure events, special learning sessions

   

Set learning goals and milestones for presenters and speakers

   

Back to top

Hotel Checklist

Hotel

Responsibility

Date

Notes

Site research, bidding, and selection

   

Site inspection

   

Hold pre-conference meeting with hotel and technicians

   

Establish agenda times for each function and rooms

   

Crosswalk agenda times, function, and capacities with hotel BEOs

   

Confirm meeting room seating arrangements

   

Establish break out rooms, capacity, seating configuration

   

Establish overflow strategy for breakout rooms

   

Establish meeting room for Conference Office at hotel

   

Establish internet cafe

   

Establish master account

   

Arrange sleeping room block

   

Issue guarantees and final numbers

   

Monitor contracts for hotel

   

Finalize master audio visual equipment and technician report times

   

Review master hotel account for sleeping rooms

   

Reconcile final invoices

   

Back to top

Participants Support Checklist

Participants Support

Responsibility

Date

Notes

Develop communications plan for participants

   

Conference Pre-Registration Website Online

   

Mail formal invitations to attendees

   

Provide a list of Managers & Supervisors to Vendors

   

Pre-Conference Online Registration Available

   

Final List of Attendees Due to Vendor

   

Final Date for Hotel Registrations

   

Final Date for Pre-Conference Online Registration; Notify Attendees

   

Mass mailing of convention brochure

   

Mail invitations to speakers/VIPs

   

Provide registration brochure

   

Provide final agenda

   

Provide information on hotel, transportation, and activities

   

Develop participant master list

   

Generate correspondence/calls for individual problems

   

Print name badges

   

Print breakout session ID passports for admission and tracking

   

Match pre-conference & hotel registrations by name, business unit, date

   

Pre-conference Registration Report

   

Corrections to Pre-Conference/Hotel Registrations

   

Back to top

Speaker Checklist

Speakers

Responsibility

Date

Notes

Finalize key note speakers for final agenda

   

Identify Instructors for breakout sessions

   

Finalize session speakers

   

Confirm audio-visual equipment needed by presenters

   

Arrange speakers' fees and expenses

   

Provide conference materials for review

   

Provide guidelines for presentations

   

Secure recorder for learning sessions

   

Keynote Speaker for Opening Remarks

   

Contract with special event speaker

   

Back to top

Vendor Checklist

Vendors

Responsibility

Date

Notes

Identify types of exhibitors

   

Identify the number of poster board stands needed for poster sessions

   

Specify printing budget and vendor

   

Have emergency plan -- doctor, nurse, hospital contacts on hand

   

Accessibility backup plans and assistance sight, hearing, mobility

   

Finalize audiovisual equipment

   

Establish subcontractors for special equipment -- computers, printers

   

Select and procure supplies

   

Obtain area maps and guides

   

Obtain a list of restaurants, convenience store, and local retail

   

Obtain a list with contact information for taxi and shuttle bus service to and from airport and hotel 

   

Obtain a list with schedule  and cost for the use of public transportation

   

Signage

   

Back to top

Materials Checklist

Materials

Responsibility

Date

Notes

Print final program and agenda

   

Assemble and reproduce background papers

   

Compile and reproduced list of participants/vendors/speakers

   

Compile list of presenters

   

Compile bios for main speakers

   

Assemble and reproduce speakers' papers

   

Package conference materials

   

Create and reproduce CDs -- learning tools

   

Distribute materials to participants

   

Conference Check-in Area Setup

   

Message Board Center

   

Delivery Conference Bags/Portfolios to Hotel

   

Deliver Name Badges for Attendees to Conference Check-In Area

   

Provide Welcome Sign at entrance of Conference area

   

Provide Conference Program Guides

   

Provide Bus Stop signs

   

Table Talk discussion cards

   

Provide United States flag for main stage

   

Conference Check-in Staffed

   

Back to top

Special Services Checklist

Special Services

Responsibility

Date

Notes

Schedule tours

   

Negotiate contracts for evening entertainment

   

Plan poster session on learning tools

   

Ensure transportation available back to campus for emergency situations

   

Provide Photographer with suggested formal and informal poses

   

Provide tape recording of key note speaker

   

Provide one Luggage Tag per attendee

   

Conference assistants communication during conference

   

Back to top

On-site Support Checklist

On-Site Support

Responsibility

Date

Notes

Final Planning Meeting with Conference Assistants

   

Brief session monitors on tracking attendance -- collect passports

   

Load presentations on laptop computers

   

Set up rooms for Workshop Sessions

   

Select and brief staffing team for registration

   

Provide Conference Office at meeting site with equipment/furnishings

   

Laptop computers with network laser printer

   

High-speed photocopier (collate, double-sided, stapling)

   

Cases of three-hole punch paper for copier

   

Five skirted tables, eight chairs, three trash cans

   

Conference Check-in Area Setup

   

Message Board Center Available, Centrally Located and Staffed

   

Delivery Conference Bags/Portfolios to Hotel

   

Deliver Name Badges for Attendees to Conference Check-In Area

   

Provide Welcome Sign at entrance of Conference area

   

Provide Conference Program Guides

   

Attendance Tracking at Workshop Sessions

   

Technical Support Available for Breakout Rooms

   

Conference Assistants work Bus Stop Pick Up Point

   

Provide Bus Stop signs

   

Table Talk discussion cards

   

Select and brief staffing team on trouble-shooting

   

Conduct pre-conference briefing with hotel staff

   

Inspect facility for room set up

   

Deliver materials to site

   

Register all participants

   

Supervision logistics in each room and resolve problems

   

Distribute name badges and table placards for speakers

   

Collect Evaluations

   

Back to top

Post Event Checklist

Post Event

Responsibility

Date

Notes

Reminder email  attendees completion of online Conference Evaluation

   

Prepare Final Attendance Report

   

Review and finalize hotel bill

 

 

 

Deliver Breakdown of Costs document

   

Provide Conference Breakdown Checklist

   

Draft Conference Evaluation from and post on Conference Website

   

Deliver Standard Operating Processes and Procedures document

   

Compile Standard Operating Procedures documents from Vendors

   

Compile evaluations

   

Provide a report of Conference Evaluation statistical analysis

   

Post conference photographs on Conference website

   

Write report of accomplishments

   

Back to top

 


Related Information

Chapter I – HHS Conference Standard Operating Procedure

Chapter II – Conference Cost Drivers

Chapter III – Programmatic Considerations

Chapter IV – Contracting Considerations

Appendices:

Attachment:


Content created by Assist. Sec./Financial Resources-Grants/Acquisition Policy
Content last reviewed on July 29, 2014