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Conference Guide
Planning Clarify the aims and the objectives of the conference
Introduce the people involved in the conference and their roles
Plan an activity schedule to include all tasks to be undertaken by whom
Produce an event planning and the arrangements to be booked
Develop the conference theme and the program
Arrange the necessary meetings with the planning team
Accounts Collect and negotiate with suppliers and venues for fees and costs
Prepare the conference budget and the final set of accounts
Program Set the objectives for the speakers so to prepare their content
Plan your timetable for conference program and draw up the workshop
Keynote speakers Invite the speakers and confirm with them the objectives of the conference
Request summary of speech and their audio visual requirements and set deadlines for receipt
Decide on session and workshop topics and produce a book of abstracts
Venue, Accommodation and Transport Book the venue of your preference and provide with the event schedule
Confirm and book the travel tickets, the hotel accommodation and the transportation if it is necessary
Provide hospitality desks at airports and files of useful tourist information
Audio Visual Equipment and Staging Decide on what equipment is required (staging, audio, lighting, microphones) for the conference and the workshop
Draw up an Audio Visual production schedule
Contact Ktima Laniti to arrange the necessary audio visual equipment you may need
Delegate registration Produce the conference website, certifications of attendance, information packs & brochures
Set up online registration, dedicated phone lines and emails
Send out invitations and related documents
Prepare and send the registration forms
Delegate Information Promote the conference website, certifications of attendance, information packs & brochures
Produce of delegate attendee list with contact details and name badges
Marketing & PR plan Draw up sponsors proposals to support the event
Draw up a media action plan with timescales to promote the conference and
Draw up an advertising plan to advertise the conference
Delegate Requirements Confirm the final number and attendees name
Corporate gifts and giveaways
Liaison with the venues regarding accommodation and final arrangements
1 week before Coordinate with Ktima Laniti and provide all the necessary equipment
Collect from all the speakers their briefings and presentations
1 day before Provide Ktima Laniti with any secretarial and administrative assistance like general information files for the conference desk
Provide the table menus, table cards and place cards
Supply of flowers and arrangements
Provide any additional necessary equipment
Set up the registration facilities and the conference office