Explore

Old - Conference Program Plan

USE THIS JUST AS A REFERENCE

Background

Scope

THEME

What is the theme of the conference for the current year? In 3-5 sentences, describe any overarching trends or topics that will inform this year’s keynotes and presentations.

TRACKS

Tracks represent cross-cutting issues or topics and do not change from year to year. Tracks help conference delegates search and filter through sessions and customize their conference program. Choose 3-5 tracks and write one sentence to describe each one.

Track 1

Track 2

Track 3

SESSION FORMATS

We offer several different types of sessions to create a more engaging conference experience.

Keynotes

75-minute keynote presentations initiate and close the conference. Keynotes are high-profile speakers who present their research findings in a dedicated topic of expertise.

75-minute interactive sessions

These workshops provide a forum for collaborative interaction and discussion of ideas. These sessions may be designed to critically examine topics, explore issues and develop strategies related to the conference theme. Workshop proposals should clearly indicate intended outcomes and how participants will be engaged and actively contribute to the session. 5-minute introduction (maybe short-version of Land Acknowledgement at each session), 50-minute presentation, 20-minute Q&A

45-minute interactive sessions

These sessions provide a focused opportunity for delegates to interactively present and facilitate dialogue and discussion on a topic or issue related to the conference theme. For example, presenters could share highlights of research findings, showcase a best practice or profile an initiative or partnership. All presentations should include opportunities for discussion and dialogue. 5-minute introduction, 25-minute presentation, 15-minute Q&A

25-minute roundtable discussions

Concurrent roundtable discussions will occur on topics or projects that can be facilitated through a short discussion. Round table discussion facilitators should set a context and provide ideas and information to shape a rich dialogue. Facilitators will host the same roundtable discussion with two different groups during the one-hour event. Facilitators will have the option to submit a pre-recorded video.

Digital poster presentations

A digital poster is an electronic presentation of a research or topic. Digital posters can be static, like a conventional academic poster, or dynamic like a PowerPoint. Digital poster presentations provide an opportunity to visually communicate and share practices, research findings or early-stage research projects relevant to the conference theme..

Committee structure

Outline key roles and responsibilities of each committee member. See also the Conference Committee Terms of Reference.

Committee Member

Responsibilities

There are no rows in this table

⁠

Goals and Metrics

CONFERENCE GOAL

State conference goal here. Express goal in terms of the unique benefits it will offer delegates.

Objective

Metrics

Write a SMART objective that aligns with the goal above.

% of delegates who learned a new skill

% of delegates who deepened knowledge

% of delegates who made a new connection

Write a SMART objective that aligns with the goal above.

NPS

Gross income

Net income

ROI

Write a SMART objective that aligns with the goal above.

% increase in [social media] community following

Engagements on conference platform

Ensure registration of 400 conference delegates

There are no rows in this table

⁠

Deliverables

PLANNING DOCUMENTATION

Communications and marketing plan

Event plan and documentation

Program schedule

Committee meeting schedule

Theme

Keynote contracts and terms of reference

High-level budget

FINANCIAL AND ADMIN

Comprehensive budget

Vendor agreements

Vendor Invoices

Thank you letters (peer-reviewers, volunteers, presenters)

Keynote itineraries

Hotel, dinner, travel bookings

PROGRAMMING

OCS set-up

90 – 140 proposals (submitted via OCS)

Peer-review committee notes

Email communications to authors

Email communications to peer-reviewers

Final conference program

COMMUNICATIONS AND MARKETING

Website

Print Collateral

Digital media kit

Conference print program

Media releases

Videos

Speaking notes

Keynote videos and slides

Email marketing and content

Swag

EVENT

Detailed event brief

Executive event briefs

Supplier and rental contracts

Photographer contract

CEM contract

AV support sign-off

ComMedia agreement

Floor plans and layouts

CLOSING AND EVALUATION

Thank you letters

Conference evaluation survey and results

Debrief meeting notes and lessons learned

Final report

Schedule

Add milestones here. Create tasks and subtasks in Asana.

MILESTONES – 2020-21

Milestone

Date

There are no rows in this table

⁠

PLANNING COMMITTEE MEETING SCHEDULE

Date

Time

Location*

There are no rows in this table

⁠

Budget

Insert budget forecast here.

Change management and approvals

Any changes to the following will be logged in the Change Log located in the planning folder on the shared drive. The following types of changes can be logged without committee chair approval:

Minor changes to scheduling

Changes to budget less than $500

Minor changes to the marketing and communications plan

The following types of changes will need to be approved by the chair:

Changes to milestones

Changes to keynote itineraries

Changes to budget greater than $500

Changes to contracts/legal agreements with keynotes

Approvals

Outline any additional approval processes.

Want to print your doc?
This is not the way.

Try clicking the ⋯ next to your doc name or using a keyboard shortcut (

CtrlP

) instead.