HHS Conference Procurement and Planning Toolkit



HHS Conference Procurement and Planning ToolkitProcurement and Planning Requirements and Guidance for Conference HostsAppendix 1: HHS Conference and Meeting Planning Checklists Checklists on this page:Conference Plan ChecklistStructure ChecklistHotel ChecklistParticipants Support ChecklistSpeaker ChecklistVendor ChecklistMaterials ChecklistSpecial Services ChecklistOn-site Support ChecklistPost Event ChecklistConference Plan ChecklistConference Plan ItemResponsibilityDateNotesEstablish budgetProvide Procurement on meeting requirements to acquire meeting planner contractor, hotel and/or vendorsIdentify Project Manager LeadsIdentify Planning CommitteeIdentify Conference Committees & AssistantsAssign roles and responsibilitiesEstablish DeadlinesEstablish Action Plan and Timeline Identify conference objectives and themeIdentify modes of promotion and advertisingIdentify attendeesIdentify speakersSecure facilities and rooms based on attendee and speaker countEstablish meeting formatDevelop themes and tracks for each sessionDesign and Set session schedule and duration Establish strategy for popular session overflowDevelop audio visual equipment and technician listsDevelop IT equipment and technician listsAssess computer software needs for laptopsEstablish target dates for registration and sleeping room cutoffsEstablish date for hotel guaranteesApprove draft agendaApprove draft and final convention brochureApprove draft and final Conference Pre-Registration Website contentEstablish date for pre-registration, registration and on-site registrationDesign database for registration trackingDevelop webpage for registration, documents, and conference informationDetermine webpage email address to receive agenda suggestionsMeet with all committee leads on a recurring basisDiscuss/resolve outstanding conference issuesStructure ChecklistStructureResponsibilityDateNotesDetermine session goalsFinalize conference themeFinalize agendaExamine schedule and formatAssign presenters to sessionsNominate keynote speakersDevelop conference announcement for participantsDevelop conference brochure logos, colors, art workConference Program Guide draft due for reviewPrepare work plans and checklists for Committees, LeadsStructure goals to tracked sessionsDevelop system for Logistics Committee to monitor registrationsDevelop system for monitoring preregistration for tracked sessionsIdentify networking opportunities, leisure events, special learning sessionsSet learning goals and milestones for presenters and speakersHotel ChecklistHotel ResponsibilityDateNotesSite research, bidding, and selectionSite inspectionHold pre-conference meeting with hotel and techniciansEstablish agenda times for each function and roomsCrosswalk agenda times, function, and capacities with hotel BEOsConfirm meeting room seating arrangementsEstablish break out rooms, capacity, seating configurationEstablish overflow strategy for breakout roomsEstablish meeting room for Conference Office at hotelEstablish internet cafeEstablish master accountArrange sleeping room blockIssue guarantees and final numbersMonitor contracts for hotelFinalize master audio visual equipment and technician report timesReview master hotel account for sleeping roomsReconcile final invoicesParticipants Support ChecklistParticipants SupportResponsibilityDateNotesDevelop communications plan for participantsConference Pre-Registration Website OnlineMail formal invitations to attendeesProvide a list of Managers & Supervisors to VendorsPre-Conference Online Registration AvailableFinal List of Attendees Due to VendorFinal Date for Hotel RegistrationsFinal Date for Pre-Conference Online Registration; Notify AttendeesMass mailing of convention brochureMail invitations to speakers/VIPsProvide registration brochureProvide final agendaProvide information on hotel, transportation, and activitiesDevelop participant master listGenerate correspondence/calls for individual problemsPrint name badgesPrint breakout session ID passports for admission and trackingMatch pre-conference & hotel registrations by name, business unit, datePre-conference Registration ReportCorrections to Pre-Conference/Hotel RegistrationsSpeaker ChecklistSpeakersResponsibilityDateNotesFinalize key note speakers for final agendaIdentify Instructors for breakout sessionsFinalize session speakersConfirm audio-visual equipment needed by presentersArrange speakers' fees and expensesProvide conference materials for reviewProvide guidelines for presentationsSecure recorder for learning sessionsKeynote Speaker for Opening RemarksContract with special event speakerVendor ChecklistVendorsResponsibilityDateNotesIdentify types of exhibitorsIdentify the number of poster board stands needed for poster sessionsSpecify printing budget and vendorHave emergency plan -- doctor, nurse, hospital contacts on handAccessibility backup plans and assistance sight, hearing, mobilityFinalize audiovisual equipmentEstablish subcontractors for special equipment -- computers, printersSelect and procure suppliesObtain area maps and guidesObtain a list of restaurants, convenience store, and local retailObtain 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 SignageMaterials ChecklistMaterialsResponsibilityDateNotesPrint final program and agendaAssemble and reproduce background papersCompile and reproduced list of participants/vendors/speakersCompile list of presentersCompile bios for main speakersAssemble and reproduce speakers' papersPackage conference materialsCreate and reproduce CDs -- learning toolsDistribute materials to participantsConference Check-in Area SetupMessage Board CenterDelivery Conference Bags/Portfolios to HotelDeliver Name Badges for Attendees to Conference Check-In AreaProvide Welcome Sign at entrance of Conference areaProvide Conference Program GuidesProvide Bus Stop signsTable Talk discussion cardsProvide United States flag for main stageConference Check-in Staffed Special Services ChecklistSpecial ServicesResponsibilityDateNotesSchedule toursNegotiate contracts for evening entertainmentPlan poster session on learning toolsEnsure transportation available back to campus for emergency situationsProvide Photographer with suggested formal and informal posesProvide tape recording of key note speakerProvide one Luggage Tag per attendeeConference assistants communication during conferenceOn-site Support ChecklistOn-Site SupportResponsibilityDateNotesFinal Planning Meeting with Conference Assistants Brief session monitors on tracking attendance -- collect passportsLoad presentations on laptop computersSet up rooms for Workshop SessionsSelect and brief staffing team for registrationProvide Conference Office at meeting site with equipment/furnishingsLaptop computers with network laser printerHigh-speed photocopier (collate, double-sided, stapling)Cases of three-hole punch paper for copierFive skirted tables, eight chairs, three trash cansConference Check-in Area SetupMessage Board Center Available, Centrally Located and Staffed Delivery Conference Bags/Portfolios to HotelDeliver Name Badges for Attendees to Conference Check-In AreaProvide Welcome Sign at entrance of Conference areaProvide Conference Program GuidesAttendance Tracking at Workshop SessionsTechnical Support Available for Breakout RoomsConference Assistants work Bus Stop Pick Up PointProvide Bus Stop signsTable Talk discussion cardsSelect and brief staffing team on trouble-shootingConduct pre-conference briefing with hotel staffInspect facility for room set upDeliver materials to siteRegister all participantsSupervision logistics in each room and resolve problemsDistribute name badges and table placards for speakersCollect EvaluationsPost Event ChecklistPost EventResponsibilityDateNotesReminder email attendees completion of online Conference EvaluationPrepare Final Attendance Report Review and finalize hotel billDeliver Breakdown of Costs document Provide Conference Breakdown ChecklistDraft Conference Evaluation from and post on Conference WebsiteDeliver Standard Operating Processes and Procedures documentCompile Standard Operating Procedures documents from VendorsCompile evaluationsProvide a report of Conference Evaluation statistical analysisPost conference photographs on Conference websiteWrite report of accomplishmentsRelated Information Chapter I – HHS Conference Standard Operating ProcedureChapter II – Conference Cost DriversChapter III – Programmatic ConsiderationsChapter IV – Contracting ConsiderationsAppendices:Menu of Options for HHS Conference VehiclesAttachment:List of DC-Area Federal Conference Venues (Excel version) ................
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