NC ACDIS CONFERENCE PREPARATION CHECK OFF LIST

 

HOSTING FACILITY

1. Select a Location/Venue

• For approximately 100 people

  • Need the exact max capacity of the room to capitate participation, if needed.

• Equipped with Microphone (headset or handheld), Lecture Stand, Screen A/V Equipment and Laptop with USB port for thumb drives

  • Is there is a charge associated with the availability/use of the equipment (some facilities charge per item and also charge per hour to have an audiovisual person on site?

  • Does the Venue have Teleconferencing Capabilities - Skype, Webinar

• Tables:

  • • Seating arrangement for 100 attendees - prefer tables with chairs for participants,

    • Registration table (with 2 chairs),  

    • Tables or arrangements for buffet lunch presentation, (tablecloths) - same or different room - any associated costs with “set-up”, additional  Lunch space?

• Obtain Food/Catering considerations for Venue for Board

  • • Does the food have to be prepared by the Venue -?

    • is food allowed to be brought in? (ie breakfast foods)

    • List of local restaurants to consider for catering

    • Vendor contact

    • Add the menu to the conference webpage

• Water should be available throughout conference time.  

• Physical address/Map, Parking and walking directions to the conference area. If appropriate, forwarded to NC ADCIS Board for advertisement – NC ACDIS Flyer, NC ACDIS webpage and on the National ACDIS website

• Parking: Is there a fee for the participants to park? Closest Handicapped Parking? Adequate parking for a number of participants? Shuttle service?

2. Date

3.  Local recommended hotels.

4.  Physical Signage directing participants to locale on day of Conference

5.  Local random gifts for Door Prizes (NC ACDIS Board assists with Gifts well (Free Local Conferences, Books from ACDIS, etc)

6.  Host Facility Leadership Welcomes participants on the day of the conference
7. Has 1-2 “Conference Day Runners” to assist in coordinating Conference needs during the event.

 

 

NC ACDIS BOARD RESPONSIBILITIES

1.  Speakers - bios, and PowerPoint to Board 1-2 weeks prior to Conference for CEUs

2.  Speaker evaluation forms

3.  Save the date Emailed and posted to Website/Facebook

4.  Square StoreFront for Event Completed

5.  Email blast announcing registration RSVP (Roster) and Online Payment, obtain any Special food considerations. Include 

     registration cut off, no monies received at the door.

6.  Print Rosters/have Computer for Treasurer at the registration table and one to be saved with evaluation forms.

7. Prepare online Speaker/conference Evaluation Forms along with CEU attestation with Certificate.

8.  Prepare Conference Website with speaker presentation, meeting agenda, Food Menu (outline vegetarian selections)  and

     evaluations form (will bring additional evaluation forms

9.  Pictures for our website will be taken during the conference (time included in the agenda)

10. Obtain CEU's.   

11. Arrange for Breakfast Food (muffins, bagels, Danishes, juice, Coffee) plates, napkins, forks, spoons and etc.      

12. Food Arrangements completed considering Venue (include vegetarians selection)

      Breakfast - Team provided or Catered, or Venue prepared

      Lunch - Team provided, Catered, or Venue prepared

13. Attend registration table til 30min after end of registration time for late registrants arrival.