IALL (1997)
| Topic | Issues | Who will handle? | When? | Comments (costs, contact person, phone, etc.) |
| Permission from university | Will there be support from dean (etc.) for time and resources to pull off this conference? | |||
| University conference planning office | ||||
| Set a date | Room availability (large groups, meals, computer labs) | |||
| Consult local or national board/officers | ||||
| Conflicts with other conferences | ||||
| Conflicts with campus activities (e.g. classes, football weekends) | ||||
| Organize a committee | Local, regional, national members | |||
| Logistics of communication (meetings, email, phone) | ||||
| Reserve rooms and labs | Costs? | |||
| Scheduling | ||||
| Technology available? | ||||
| Large rooms for general sessions | ||||
| Locations for registration, conference headquarters | ||||
| Areas for breaks | ||||
| Areas for demos | ||||
| Program development | General topic/theme | |||
| Call for presenters | 3-6 months ahead of time | |||
| Organize program | ||||
| Coordinate rooms with anticipated attendance | ||||
| Special AV/computer requirements | ||||
| Promotion | Promotions chair | |||
| Announce meeting dates | As soon as possible | |||
| Mailings (how many, when, to whom, bulk rate requirements) | ||||
| Mailing lists from regional/national groups | ||||
| Web and electronic (email, listserv) promotion | ||||
| Brochure (design, duplicate, etc) | ||||
| Housing | Identify hotels, dorms, etc (consider location, cost, quality) | |||
| Negotiate group rates, other amenities (shuttles, etc.) | ||||
| Reserve blocks (guarantees, cancellation policies, etc.) | ||||
| Registration procedures (directly with facilities or via conference registration) | ||||
| Transportation | Maps and travel guidelines | |||
| Shuttles to/from airport(s) | ||||
| Shuttles to/from lodging to conference | ||||
| For special events | ||||
| Food | How many meals included in conference fee? | |||
| Breaks (drinks, snacks) | ||||
| List of local restaurants/prices/locations | ||||
| Special dietary allowances | ||||
| Alcohol allowances | ||||
| Management tools | Database/spreadsheet software | |||
| Money | Collect dues w/registration? | |||
| Meal costs | ||||
| Set up university account | ||||
| Procedures (name on checks, where to mail, etc.) | ||||
| Method for paying expenses from account (accounting requirements) | ||||
| Receipts for participants (preprinted, on site) | ||||
| Vendor Display | Will there be one? | |||
| Location, schedule, logistics | ||||
| Outside support | Vendor sponsored functions | |||
| Local business support | ||||
| University contributions | ||||
| Conference Packets | What to include (maps, schedule, local info, writing materials) | |||
| Preparation (collecting materials, duplication, stuffing) | ||||
| Distribution (how, when) | ||||
| Name tags | Size and type | |||
| How generated | ||||
| Equipment Setup & support | What is/can be available for presentations? | |||
| For lab sessions? | ||||
| What and when to ask presenters for needs | ||||
| When can presenters try out equipment | ||||
| Support staff (setup, troubleshooting) | ||||
| Computers | What is/can be available? (Platform, OS, applications) | |||
| Who installs or sets up? | ||||
| Who cleans up afterward? | ||||
| Software | What is/can be available? (Platform, OS, applications) | |||
| Who installs or sets up? | ||||
| Who cleans up afterward? | ||||
| Entertainment | Information on restaurants | |||
| Local sites of interest | ||||
| Family events (if a larger conference) | ||||
| Conference sponsored activities | ||||
| Scheduled free time | ||||
| Other | ||||
©1997 by IALL (International Association for Language Learning Technology).