Chairperson
Programme Planning
Exhibits
Sponsors
Registeration
Facilities









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Chairperson

Meeting One (Introductory Meeting)

Select potential conference organizing committee members. There is always a great demand for volunteers; thus, careful consideration must be given to the selection of candidates. Committee members play a vital role in the development and implementation of the conference, so be aware of the skills and talents of your volunteers and channel interests accordingly.

Sources of potential committee members are:

Athletic directors of local universities or colleges
Administrators of parks and recreation departments
Directors of YM/YWCAs
Community service consultants
City league coordinators
Well-known coaches or sport personalities
Sport and fitness club managers.

Prepare and issue letter inviting potential committee members.

Prepare agenda and directory of potential committee members.

Arrange comfortable meeting room (for about two hours).

Conduct first planning meeting:

Introduction of attendees.
Statement of purpose.
Review Coaching Association of Canada background information on the Investors Group Community Coaching Conferences program.
Review purpose, objectives, and target of the coaching conference.
Propose organizing committee.
Set date, time, and place for next meeting. Give committee members an opportunity to review conference theme, seminar topics, and potential speakers.

Follow-up

Type and distribute minutes of introductory meeting (i.e. decisions, action, responsibilities, deadline).
Arrange booking of meeting room for next meeting.
Prepare Meeting Two agenda.
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Meeting Two

Review conference objectives and targets.

Set conference date, time, and location—market research indicates coaches prefer the conference to be held on a weekday in the evening. The selection of the conference date is important to ensure success. Avoid conflict with holidays, professional development days, major events, (i.e. municipal elections, Stanley Cup) or other conferences. Try to make your conference coincide with popular sport seasons or school terms. The chairperson should provide committee members with a choice of two or three dates. Once the date and location for the conference are selected, submit your proposal to CAC for financial and program assistance from Investors Group Community Coaching Conferences and Investors Group Volunteer Sport Administrator Award programs. Remember, the application must be submitted three months before the date of the conference.

Choose the conference name, something catchy while reflecting the subject matter.

Review conference seminar topics. Committee members can provide two to three topic suggestions. Members can select four to six appropriate topics by majority vote.

Review possible speakers. One keynote speaker should also be selected to provide an added attraction to the conference. When choosing resource people keep these criteria in mind:

What qualifications and knowledge of the subject area does this person have?
Have any of the committee members heard the resource person make a presentation before?
What type of delivery would this person present? Are they good communicators?
How available is the person and what costs would be involved?
What is their reputation in the field?
Would they draw participants, attract attention from the media?
How well will they apply information to coaching-related matters?

Set date and time for next meeting.
Follow-up

Prepare minutes of Meeting Two.
Arrange room booking for Meeting Three.
Contact the Coaching Association of Canada and submit proposal.
Prepare meeting agenda for Meeting Three.

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Meeting Three

Distribute and review Meeting Two minutes.

Review CAC confirmation package for Investors Group sponsorship requirements.

Final confirmation of seminar topics.

Select committee member roles:

Program Planning Coordinator
Promotion Coordinator
Award Coordinator
Exhibit Coordinator
Facilities Coordinator
Registration Coordinator
Sponsor Coordinator
Evaluation
Budget.

Some of these roles may require two or three committee members due to the scope of the tasks. All committee members are responsible for assisting with generating ideas for program planning, promotion, and registration.

Distribute appropriate tasks for committee members.
Review tasks and roles.
Set date and time for next meeting.
Follow-up

Prepare and distribute Meeting Three minutes.
Arrange room booking for next meeting.
Prepare agenda for the next meeting.
A comprehensive checklist for each committee member follows. As chairperson, your meetings to follow should include an update of members' activities to ensure that tasks are being carried out and completed on time.

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Program Planning Coordinator

Final confirmation of selected speakers with committee.
Contact speakers to request participation.
Send follow-up letter to confirm speaker commitment, program agenda, title and description of session.
Request speakers' biographies.
Prepare descriptions of the speakers' profiles for program and promotional material.
Send letter to confirm the exact wording to appear in the program description.
Request and prepare photocopies of handout materials, required A/V equipment, room setup, travel, and accommodations.
Confirm required A/V equipment, room set-up, and accommodations with Facilities Coordinator.

Contact resource person just prior to conference for last-minute arrangements.

Evening of Event
Inspect room arrangements, equipment, and handouts.
Meet with speakers to introduce fellow committee members or resource people; escort speakers to rooms, meals, etc.

Be available for speakers' requests at all times. Thank them for their participation.


Follow-up
Send thank you letters to resource people and speakers.
Complete a program planning report which includes an evaluation of resource people and seminar topics.


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Exhibit Coordinator

Confirm with Facilities Coordinator the number of exhibitor tables available. Approximately 5-8 booths are optimal.

Confirm with committee members the theme of the conference. If possible, exhibitors should be chosen to coincide with the overall conference theme.

Collect a list of potential exhibitors' names, addresses, and phone numbers. Possible sources are: sporting retail outlets, travel agencies, past exhibitors, educational or recreational institutions, service organizations.

Make a list of exhibit traffic builders:

serve refreshments or host the breaks in the exhibit area

register participants in the exhibit area

request door prizes from exhibitors to hand out after the conference
promote 'exhibits and booths' in all promotional material
inform speakers to encourage delegates to visit all booths or exhibits
place exhibits close to meeting rooms.

Prepare and mail exhibitors' letters and contracts.

Follow up with exhibitors' requests, payments, etc.

Confirm any electrical requirements, security, or access to loading areas with Facilities Coordinator.
Evening of Event

Assist exhibitors with set-up. Be sure to have extra masking tape, staples, or push pins.
Ensure exhibit area is clean during event and upon departure.

Follow-up
Send thank you letters to all exhibitors.
Submit committee evaluation report.


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Sponsor Coordinator

Make a list of potential sponsors for printing, refreshments, contributions to paid advertisements, or general administration expenses.

Review this list with committee members to determine if anyone has any personal contacts.

Contact the sponsors by telephone and send a follow-up letter to request their assistance.

Send confirmation letter to sponsors and invitations (if appropriate).

Confirm with Promotion Coordinator any sponsors for inclusion in all promotional material.
Evening of Event

Meet with sponsors to ensure their enjoyment of the conference.
Thank them for their participation.
Follow-up

Send thank you letters.
Submit committee evaluation report.


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Registration Coordinator

Set up a registration database to record the names and contact information of delegates, speakers, sponsors, special guests, and committee members.

Identify staff members or locate volunteers to manage the registration desk.

Confirm speakers' names and titles with Program Coordinator.

Prepare name tags for delegates, speakers, sponsors, special guests, and committee members.

Obtain registration supplies:

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Why choose the standhouse for your Conference?
Only 35 Minutes from Dublin City It is an ideal venue for your conference, with nine conference rooms catering for any number from 3 to 700, the Weavers Hall and Oaks Boardroom, both
located on the 3rd floor which overlooks the Curragh Plains are among the finest in the country.
The standhouse for: Conference Facilities Kildare,Conference Venue Kildare, Conference Venue Irleand

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Arrange with CAC for Investors Group Community Coaching Conferences kit folders for all conference delegates.

Prepare a large registration sign.

Arrange with Facilities Coordinator for a 10' long table and four chairs for registration.

Evening of Event

Arrive early to set up registration table and brief volunteers.
Supervise registration and cash float.
Total the number of delegates and complimentary participants.

Follow-up
Deposit conference revenues.
Submit statistics on number of delegates and registration revenues to the Chairperson for inclusion in the post-conference report.
Send thank you letters to all volunteers.


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Facilities Coordinator

Confirm the number of speakers, estimated participation per topic, conference date, and time.

Arrange meetings with sales managers of a variety of hotels to review sites, confirm availability of conference date.

Review sites, collect promotional materials and prices.

Select most appropriate site. Keep the following in mind:

number of available meeting rooms and the proximity to exhibitors,
equipment charge,
what security arrangements are available,
food/beverage price range,
can food (i.e. fruit or cookies) be brought in from an outside caterer,
availability of free parking,
are the chairs comfortable,
will there be any pillars obstructing delegates' view,
how many electrical outlets are available,
how far is the exhibitors area from freight doors,
is there a sound system available,
are there group discount rates for rooms.

Confirm facility arrangements in writing.
Provide facility details to Promotion Coordinator.
Confirm accommodations and transportation for out-of-town speakers.
Determine speakers' A/V requirements and room set-up from Program Planning Coordinator.
Determine the number of exhibitors' tables required and any electrical assistance necessary.
Arrange appropriate A/V equipment, room set-up and the required number of exhibitors' tables with the host site.

Purchase or arrange for appropriate refreshments—coaches particularly enjoy a variety of fruit during the breaks. Also arrange coffee plus a variety of soft drinks and a cash bar (if appropriate).
Contact host site Sales Manager to make final confirmation.

Evening of Event

Ensure the exhibitor tables, registration tables, room set-up, and A/V equipment are in order.
Confirm food/beverage arrangements.
Thank the banquet manager for assistance.
Review all rooms to collect any lost and found or leftover material and return all A/V equipment.
Follow-up

Send thank you letter to Sales Manager of host site.
Review all contracts for accuracy.
Submit committee evaluation report.

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