NASIG CONFERENCE PLANNING MANUAL
(Revised August, 1999)

Table of Contents

1. INTRODUCTION

1.1 The Annual Conference
1.2 Conference Planning Committee

1.2.1 Committee Charge
1.2.2 Compensation
1.2.3 Structure and Composition
1.2.4 Communication/Meetings
1.2.5 Reports to the Executive Board
1.3 Monthly Planning Schedule

2. BASIC FUNCTIONS

2.1 AV/Technical Needs
2.2 Badges
2.3 Child Care
2.4 Conference Brochure

2.4.1 Content
2.4.2 Mailing
2.4.3 Brochure Counts

2.5 Entertainment/Events

2.5.1 Evening Events
2.5.2 Late Night Socials
2.5.3 Fun Walk/Run
2.5.4 First Timer's Reception
2.5.5 Welcome Refreshments
2.5.6 Committee Chair Orientation

2.6 Food Service

2.6.1 Planning Meals
2.6.2 Liquor Policy
2.6.3 Leftovers
2.6.4 Other Tasks

2.7 Housing

2.7.1 Room Assignments
2.7.2 Important Details

2.8 Information

2.8.1 E-Mail Correspondence
2.8.2 Conference Registration Packet
2.8.3 Information/Souvenir Desk

2.9 Photocopying

2.9.1 Conference Packets
2.9.2 Workshop Handouts
2.9.3 Handout Packets

2.10 Publicity
2.11 Registration

2.11.1 Responsibilities of the Registrar
2.11.2 Registration Database
2.11.3 Database Elements

2.12 Signage
2.13 Souvenirs
2.14 Special Needs
2.15 Tours

2.15.1 Off Campus
2.15.2 On Campus

2.16 Transportation

2.16.1 Arrivals/Departures
2.16.2 Special Events and Tours
2.16.3 On-Site

2.17 Volunteers
2.18 Web Site for Conference

3. BUDGET AND FINANCE

3.1 General Information
3.2 Timetable
3.3 Reporting
3.4 Budget Categories

3.4.1 Expenses Categories
3.4.2 Income Categories

3.5 Expense Reporting/Reimbursement 3.6 Preconferences

4. COORDINATION WITH THE PROGRAM PLANNING COMMITTEE

4.1 Budget
4.2 Schedule
4.3 Conference Brochure
4.4 AV/Technical Needs
4.5 Speaker Contacts
4.6 List of Attendees
4.7 Speakers Meeting

5. MISCELLANEOUS

5.1 Coordinating with Award & Recognition Committee
5.2 Mentor Program
5.3 Canadian Issues
5.4 Conference Proceedings

5.4.1 Past Conferences
5.4.2 Current Conference
5.5 Conference Evaluation Form
5.6 Conference Wrap Up

5.6.1 Finances and Committee Report
5.6.2 Other Wrap Up Activities

APPENDIX

A. Site Selection Report and Documents
B. Conference Brochures
C. Budget Reports
D. Voucher Forms
E. Compensation and Reimbursement Policy
F. Documents from Previous Conference Planning Committees

1) AV Schedule by Location
2) Conference Receipt/Acknowledgment Form
3) Master schedules for Conference Planning Committee
4) Registration Report Produced After Registration Deadline
5) Resource List

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