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18 Months Out:
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- Consider convention sites—shortlist a few.
- Select preferred and alternate dates for the conference.
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15 Months Out:
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 Determine and lock-in venue, and host hotel, if different than venue.- Plan budget: Registration fees, hotel, speakers, promotions, other vendors, staff travel, etc.
- Create a conference website or update an existing one with event dates and location.
- Plan promotional efforts.
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12 Months Out:
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- Set the conference theme and learning objectives.
- Contact SPEAK! for a tailored list of qualified, franchise-savvy speakers whose messages tie into your theme and learning objectives.
- Begin promoting your conference theme, location and registration rates for next year’s event during your current year’s convention. Give your franchisees great reasons to show up!
- Open registration for your next year’s convention. Give your franchisees an attractive incentive to sign up at this year’s event, building your advance registrations and excitement.
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9 Months Out:
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- If you have not already started, now’s the time to begin promoting your conference theme, location and registration rates. Give your franchisees as much advance notice as you can!
- If not already open, open registration.
- Outline event agenda.
- Contact the venue conference service manager (CSM) for your event, if not already in touch. Start finalizing as many of the details as you can in regards to room set-up and food and beverage.
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6 Months Out:
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- Continue event promotion—utilizing speaker and key leader content and past event testimonials!
- Ask your speakers to do short promo videos to help you drive attendance and excitement.
- Offer registration incentives for Early Bird registrants.
- Track registrations.
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3 Months Out:
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- Lock in AV provider and plan for entire agenda needs. Ensure your speaker AV and room requirements are known and workable.
- Begin preparation of the final agenda and program.
- If conference booklet is being printed, lock in vendor and deadlines.
- Design name badges and event signage.
- Plan event giveaways, if applicable.
- Finalize recognition awards and recipient video clips, if using.
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2 Months Out:
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 Make final decisions on AV needs and confirm AV contract.- Define content for all agenda items.
- Pre-Program Call with presenters to customize content.
- Confirm menus with venue CSM or caterer.
- Prepare evaluation forms for your conference.
- Track registrations.
- Prepare a post-event survey that will be emailed to franchisees post-conference.
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1 Month Out:
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- Finalize presenter content and confirm all presenter logistics.
- Send final email promotion for conference registration.
- Track registrations. Confirm with caterer and hotel.
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3 Weeks Out:
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- Finalize signage and on-site conference materials/handouts.
- Continue to work with vendors on counts and tracking their progress.
- Prepare registration packets and print badges.
- Book a massage for the week after the event!
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1 Week Out:
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- Confirm AV equipment for all sessions with the venue.
- Review caterer order.
- Ship any last minute materials to the venue.
- Prepare travel file with copies of all necessary contracts, key contacts, notes, etc.
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1 Day Out:
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- Pre-conference meeting with venue staff.
- Walk the meeting space with your staff, creating a list of any additional needs. Note the location of restrooms, emergency exits, and house phones for contacting venue staff.
- Set up signage and prepare registration area.
- Confirm with your speaker that AV sound check is done and all is well—may be day of session.
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During Your Conference:
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- Relax! You’ve worked hard in advance to make the event a wild success.
- Meet with venue CSM daily to discuss any problems/needs.
- Confirm AV for next day, if applicable.
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After Your Conference:
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- Send thank you notes.
- Email Post-Event Survey to franchisees.
- Gather event notes, including successes and challenges.
- Debrief with speaker or representative.
- Enjoy your massage—you’ve earned it!
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