A checklist helps avoid last-minute emergencies that could jeopardize your success. You might consider using these categories as your workshop's sub-committees; identify a lead person for each one.

Initial Planning

• Enlist a Planning Committee; elect a chair or co-chairs
• Identify subcommittees, leaders
• Set workshop program goals and objectives
• Describe target audiences; survey potential participant wants and needs
• Set a goal for a number of participants
• Develop agenda, content, and format
• Identify potential meeting sites and accommodations
• Establish timelines
• Identify potential speakers and sponsors

Finances and Fundraising

• Develop a program budget: determine fixed and variable program expenses, identify financial break-even point; set registration fee
• Get department, school, college, organizational and/or agency support
• Locate additional funds
• Monitor income and expenses on a regular basis
• Process internal, organizational paperwork
• Acknowledge sponsors in writing and during program
• Prepare and process budgeted invoices and payments
• Prepare final financial statement

Program and Presenter Support

• Identify program agenda (general session, concurrent or breakout sessions, vendor exhibits, poster session, speakers)
• Specify payment guidelines for each speaker; complete contract negotiations, if appropriate; request copyright permission for posting handouts; summarize program for ACE Web site
• Assist speakers with travel, parking and hotel arrangements
• Remind speakers of program goals and objectives; describe audience's knowledge
• Identify equipment needs for each speaker, presenter

Site Selection

• Determine space needs for events
• Seek bids from appropriate facilities and services; review bids
• Negotiate contracts for hotel, caterer, equipment; have contracts reviewed by legal counsel and ACE Headquarters
• Reserve meeting facilities, furniture and equipment
• Negotiate hotel room rates and reserve block of guest and meeting rooms
• Identify potential hospitality room, ask about room upgrades and overflow hotel(s)
• Make sure facilities, signs and rooms are accessible to people with disabilities
• Arrange for sign language and Braille materials, as needed
• Arrange transportation, parking permits

Food and Beverages

• Identify meals, breaks, receptions; identify special dietary considerations for vegetarian, low-salt, diabetic, Kosher, etc.
• Select and schedule menus (including breaks) with caterer
• Determine guaranteed number deadline
• Prepare meal tickets or check-in system, as needed

Social/Entertainment

• Schedule networking and socializing time, locations
• Check out and share area attractions information and/or provide tour options

Transportation

• Arrange for buses or vans and drivers, as needed
• Get airlines, airport and ground travel information and directions

Equipment

• Determine needs and seek bids, as needed; negotiate contract, order equipment
• Oversee equipment check with on-site technicians
• Test Internet connections; research long-distance charges and other fees

Marketing and Promotion

• Develop overall marketing plan and timelines
• Design and produce printed materials and/or Web page
• Develop strategies for attracting participants besides ACE members
• Write, edit and produce promotional pieces
• Develop or locate mailing lists, including e-mail listservs; estimate costs
• Mail promotional pieces
• Track registrations to identify additional promotional efforts

Evaluation and Recording

• Identify participants to summarize individual sessions; review expectations
• Develop evaluation form; compile and summarize program evaluation
• Edit summaries of each session; finalize text files for ACE Web site
• Provide evaluation specifics with program chair and presenters

Registration

• Develop Web, e-mail, mail, phone, fax, and on-site registration options
• Set up payment options including credit cards and purchase orders
• Confirm registrations with receipt and appropriate maps
• Ask registrants on registration form if they have special needs -- wheelchair, visually impaired, hearing impaired, dietary restrictions
• Identify and obtain registration packet materials
• Prepare name tags and participant list for packet
• Organize and assemble registration packets; finalize on-site registration process
• Process invoices, refunds, and deposits

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