ACTIVITY 1: EVENT PLANNING Coordination: Facilitate ongoing, virtual planning sessions and e-mail communications with DDC staff and a group of stakeholders selected as the Planning Committee. Agenda Development and Speaker Coordinator: Determine with DDC staff and the Planning Committee what topics will be on the agenda and coordinate speakers and facilitators for sessions. Design Materials: Begin to design materials requested or required for the event, as decided and agreed on during the Planning Committee meetings. Evaluation Plan: Design content of and delivery method for conference evaluation. User experience: Create a positive environment for attendees and speakers through clear and simple instructions, thoughtful program design, and prepared logistics and command. ACTIVITY 2: PRE-EVENT TASKS Financial Management: Develop budget scenarios, ensure all event details are accounted for, manage expenses and payments, and produce financial reports. Marketing and Public Relations: Implement a conference marketing plan, develop a target market list, design and distribute electronic promotions, create and host event website, write and distribute media advisories, and manage media. Conference Materials Management: Implement a conference user experience, including for example a registration plan and digital program, name badges, signage, etc. Sponsor Management: Manage sponsor and exhibitor participation, and ensure sponsors and exhibitors receive recognition for their contribution. Vendor Management: Oversee event-related vendors including: Contract Management: Execute contracts with vendors and speakers as needed. This includes securing a venue for the event as well as lodging for participants. Registration Services: Provide a flexible and secure registration system that allows attendees to register online. Track registration choices, distribute confirmations and logistical information to attendees. Provide DDC staff and the Planning Committee with regular registration data updates. Technology Services: Consistent with the preferences of the DDC staff, Planning Committee and accommodation requests, arrange for and manage audio-visual support, capture keynote addresses on video, and link conference presentations on website. Facility Management: Coordinate with the facility on use of rooms, including main event room and breakout rooms. Ensure adequate signage and maps, and smooth, seamless event flow. Food and Drink: Consistent with the preferences of the DDC staff, Planning Committee and accommodation requests, negotiate the most beneficial facility and catering prices and terms, and minimize attrition penalty risks. Lodging: Negotiate a hotel block for participants travelling from over 50 miles away from conference. Speaker Handling: Coordinate travel, reimbursement, presentation materials, panel preparations, and other logistics as needed.
