Program Layout

Program Layout

Why is the preparation of the program defining the convention/event so important?

The convention is the single, most obvious event that showcases:

the image of the association or corporation,
the best and brightest of leaders,
generates the most revenue for a single event,
provides education,
provides networking, and
brings together the greatest number for decision making at Board or Committee Levels.

Prepare your goals for this event
(and save this list for evaluation after the event has concluded)

Educate - Inform, update, introduce something new, provide credits
Conduct Business/Committee Meetings - Provide consensus, decision making
Improve Business - member bottom line
Introduce New Skills - technology, advanced products
Increase/Promote Membership - promote image, provide networking, association or corporate visibility
Recognize Members/Leaders - awards, installation
Address Regulation/Legislation - new, affecting laws, concerns, heads up, risk reduction
Provide Networking - spousal support, business exchange, socializing, mentoring

Determine Where and When for overall layout

Prepare an overview of number and type of events and social activities that could occur over the length of the convention – specific details of who speaks and where as well as how many to attend should come later.

Scheduling - Dates, Number of days, active time, play time
Locale - resort, hotel, conference center, multiple of each
Events - meetings, education sessions, banquets, general sessions, entertainment times, sports and outings

Specific details for early Program Layout:

TYPICAL ACTIVITES	FORMAT type of setting	DESIGN/LAYOUT #of attendees/Sq footage	AV/SPEAKER NEEDS
Board Meetings
Membership Meetings
Committee Meetings
Forums
Education Session 1
Education Session 2
Education Session 3
Installation
Opening Ceremony
Awards/Presentations
Keynote Address
Workshop 1
Workshop 2
Workshop 3
Discussion Group 1
Trade Show
Registration
Sports:
Golf
Tennis
Volleyball
Intramural activity
Receptions:
Parties
Hospitality Suites
Large Events
Meals:
Breakfasts
Luncheons
Dinners
Banquets
Hors Douerves

Specific details for early Program Layout:
(continued)

Entertainment:

     Large Events

     Special Groups

     Spousal events

     Outings

Other

KEY to complete the above Program Layout:

	Format	Type of Setting	AV/Speaker Needs
Meetings, Forums	Committee, Forum, Board	Theater, Box Table, U Table, Head Table	Podium, Overhead, Screen, Projector, Flag, Microphone, Signs
Education, Workshops, Discussion Groups	Panels, Instructors, Hands On, Lecture	Theater, Classroom, Computer layout, Rounds	Podium, Overhead, Screen, Projector, Microphone, Signs, Computer, Hook ups
Meals	Sit down, horsdoerves, buffet, hospitality suites	Rounds of 10/8/6, Cafeteria, Standing, Stations
Exhibits		# booths, Minimum/Maximum sizes	Electric, Modem/Phone hook ups, Booths, Piping, Curtain, Tables, Signs, Seating, Storage

Entertainment:
Large Events
Special Groups
Spousal events
Outings
Other