Preliminary Planning

Press, 18 April 1979, Page 13

Preliminary Planning

Decide on the purpose of your convention — its

objectives, title and theme. Decide on a date (avoid school holidays, statutory holidays, provincial anniversaries, national sporting fixtures, clashes with meetings of similar interest). Decide on timing (weekends for a big attendance, week-days for a smaller group but hard workers) and length of convention (a well-planned conference can accomplish much in a short time). Appoint a meeting coordinator with clear authority and responsibility. Decide who should attend and how many (will partners be included?). Choose a venue, considering the domicile of most delegates, preferred means of travel, number likely to attend and amenities required. Contact the nearest Convention Bureau for advice and assistance. They

can for example help remove the problems of accommodation arrangements. catering, publicity and secretarial services. Set a budget and expense and accounting procedures (a separate bank account for the convention is desirable). Be prepared to review and revise budget at frequent intervals. Nominate one person to handle all arrangements with hotels, motels and the Convention Bureau. Discuss and confirm in writing: — dates and rates — number of delegates — number of rooms required (singles, twin, etc.) — overflow arrangements — cancellation terms • — guarantees required — check arrival and departure dates and times • — reservation procedures — registration fees and what they cover — who pays what — any guests of honour?