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Host Your Own Event:
"I learned a lot today. It was well organized."
Make a checklist for incoming registrations:
Give lists of registrants to each registrar. Try to anticipate any questions. Instruct registrars that if there is any question concerning amount due, rather than argue, embarrass the registrant, and hold up the line, to accept offered amount and discuss it later with you. Make three signs for registration tables: "Registered-Paid"; "Registered-Not Paid"; “Not Registered". Assign at least one registrar to each table. Book and "Freebie" Room If you will be selling books pertaining to writing, you can either have display copies and take orders, or purchase enough to sell outright. Some publishers will offer quantity discounts which will give you a chance to pick up a little extra profit. When ordering books, ask about billing procedures, discount, return privileges, shipping charges, and method of shipment―United Parcel, Fed-Ex, truck, or U.S. Post Office. Let publisher know the date you must receive the books (give yourself time for pricing) and the shipping address. If you phone in your order, use publishers’ toll-free numbers. If you order through the Internet, print out a copy of the order, the final cost, and a confirmation number. If computers are available, make perforated sales slips―one copy goes to the buyer as a tax receipt and the second copy stays with you as a record of books sold. If you don’t have a computer-savvy techie, you can use duplicate sales receipt pads. For the book table, you will need calculators, money box with change, and sufficient personnel. These personnel should not have other conference responsibilities as buyers may be drifting in and out all day. If you do not want to be bothered with all this hassle, an alternative is to invite a local bookstore to set up a stand and give you a percentage. Encourage registrants who have published books to bring these books for an anthor's table or an autograph session. Introduce these writers during the conference or give them a distinctive name tag. (It’s not a good idea to let writers introduce themselves and give the names of their books, however, as sometimes it’s hard to get the microphone back!) Magazine publishers will often provide samples and freebies for your conference. Shopping bags—perhaps provided by a local bookstore―are appreciated by conferees carrying an armload of books and samples. Catering If your conference is held in a school or college, cafeteria meals may be available. A small group meeting in a restaurant will also present no problem. For other facilities, you will probably need a caterer. Collect information from various caterers before making your final decision. Get sample menus. Compare prices and selection. Check references. What does the price include: all food, drinks, and relishes? Table service―plates, silverware, napkins, tablecloth? Table setup and cleanup? Delivery and serving or preparation on premises? Get everything in writing: date, price, and what price includes, menu, and arrival time. Include an agreement whereby price is reduced if service isn't given according to contract. (For example, at one conference the caterer was a half-hour late due to a train. People were lined up outdoors in the hot sun, and the entire afternoon session was delayed.) The menu will depend on the length and time of conference: one or two days—donuts or muffins in morning, lunch, and drinks throughout the day; two days with registrants staying on premises―three meals a day. Suggested lunches are barbecue, chicken, or buffets. If conference is longer than two days, you might consider a formal banquet. Workshop Leaders and Speakers Selection of your speakers will depend on your budget. However, quality does not always mean expensive. Many times you can find resource people in your own backyard. Local talent will help your budget as you won't have to pay plane fare. Out-of-state speakers may be able to work your conference in with one nearby and you can divide the transportation costs. Publishers may also help foot expenses. Another method of locating speakers is to study other conference brochures and make a note of names that appear over and over, or invite speakers you have enjoyed hearing at conferences you have attended. Begin building up a file of prospective personnel. Request information, bio sketches, and costs. Even if some speakers are out of your price range now, keep them in mind for later years when your budget increases. Honorariums vary across the country, so compare notes with other conference leaders. Speakers charge by the hour or by the day, plus transportation, meals, and hotel costs. Some conferences give workers room and board, free tuition, and a small honorarium. Others pay airfare and lodging, but no pay. Each conference differs according to length, budget, number of workshops, and so on. Again, get everything in writing. Ask your speakers to sign a simple contract stating length of speech or workshop, topic, brief summary of talk or class, agreed-upon rates, and permission to tape their workshops, if this is an option. Give them their check at the close of the conference. Always follow up with a thank-you note. If you collected evaluation sheets, pass along some of the comments. Personnel Needed
Determine the total expenses, fixed and estimated, such as rent for facilities, custodian, drinks, donuts, catering, workshops leaders, helpers, photocopying, envelopes, mileage, postage, gifts, thank-you notes, and other costs. Estimate how many hours you will be giving to this project and how much you need to make an hour. Then estimate the expected attendance. From these figures, you can set a registration fee to reach your needed income. As soon as you begin planning your conference, set up a separate bank account. If this is a one-time conference, you can close the account as soon as your last check clears. If you hold an annual conference, it will be worth the small monthly fee to keep it open all year. The Big Day Has Arrived The day is here! Is everything in order? To make sure you haven’t forgotten anything, it will help to keep two checklists:
Pass out an evaluation sheet, asking for comments on workshops, staff, facilities, meals, cost, date, and so on. Encourage registrants to turn these sheets in before they leave while details are still fresh in their mind. After the conference is over, take a week or so to clear up loose ends. Send refunds for no-shows (if that is your policy), return unsold books, write thank-you notes, send appreciation gifts to helpers, and update your mailing list. Savor the letters of appreciation you'll receive. Consider constructive criticism. Then take a couple weeks off to relax before beginning work on your next conference. About The Author Donna Clark Goodrich is the author of 20 books―including 7 self-published booklets on writing―and over 700 articles. Her newest book, Writing Life-Changing Devotionals and Fillers is published by Write Now Publications. An instructor at Christian writers seminars across the country, she is also a freelance editor and proofreader. She may be reached by email at: dgood648@aol.com Reprint Rights This article may NOT be reprinted without monetary compensation and written permission from the author. For reprint rights or comments/questions about this article, please contact the author. |
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