NUI Galway Conference & Event Centre Conference Organiser s Manual

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1 NUI Galway Conference & Event Centre Conference Organiser s Manual Organising a conference can seem like a daunting task but the team at the NUI Galway Conference & Event Centre are here to offer support and assistance with all conferences held at NUI Galway. The following information is intended to provide conference organisers with a checklist on issues to consider when preparing to organise a conference at NUI Galway. There are a number of stages in organising a conference and they are as follows: Stage 1: Bidding process Stage 2: Secured the conference what s next? Stage 3: Other issues to consider when organising a conference

2 Stage 1: Bidding Process All bidding processes for conferences are different but generally the process is as follows. Plan the Strategy Before launching into the bid process, it s important to assess the criteria for the conference. There is usually a submission guideline document that can be followed and it is important to ensure that you can meet all criteria before bidding for the conference. Prepare the Bid Document The bid document provides host organisation and destination information on which the final decision is made. It must: clearly assess the conference s required criteria emphasise the advantages of hosting the event at NUI Galway and detail the support available to the organisers if they bring their conference to the University. The Conference & Event Centre team will assist you in preparing this document. This document can include letters from the University President, Mayor or local tourism bodies inviting the organisers to hold the conference in Galway. Meeting rooms should be provisionally held at the University at this stage. Conduct a Site Inspection For some of the larger international conferences, during the bid process, the organising committee can be invited to NUI Galway for a site inspection. Fáilte Ireland Business Tourism Sector may contribute to this site inspection. Make the Final Presentation A final presentation is usually given to the international board or to delegates from each country. The Conference & Event Centre team will assist with this presentation if required and also have a promotional DVD and conference brochure which can be included.

3 Stage 2: Secured the Conference What s Next? Congratulations, you have secured the conference for NUI Galway. The following are the next steps to take in organisation for your conference. Select Venue At this stage, you can talk to the Conference & Event Centre team regarding the most suitable venue on campus to host your conference and make a provisional booking. Set Up Small (but active) Executive Committee e.g. Chairperson, Vice-Chairman, Treasurer, Secretary ensure to have some local people on the committee for ease of meetings and to share responsibility. Prepare Draft Budget See attached template for income and expenditure account and the Conference & Event Centre team will assist, where possible, preparing your budgets. Agree Conference Logo, Theme and Outline Programme Form Main Conference Committee and Delegate Responsibilities Members of the Conference Committee may form sub-committees to spread work and involve others. The main areas of responsibility are: Finance The finance committee will need to prepare a draft budget taking account of all income and expenditure for the conference (see attached template). Please note that all items on the attached may not be relevant to your conference and there may be some additional items that need to be included. Registration fees should be set to ensure all costs are covered for the conference and that the conference is not loss-making. It may be necessary to set up a bank account for the conference (please refer to the University policy on this) to manage all funds relating to the conference. Sponsorship is included as income and letters need to be sent to industry as early as possible to secure sponsorship. Scientific Content The Scientific Committee need to decide on a theme for the conference including tracks, types of presentation, keynote speakers that will attract an audience. Dates need to be confirmed for opening/closing call for papers/abstracts. Number of reviewers/allocation of themes need to be decided. Guidelines for submissions need to be prepared to ensure consistency.

4 Facilities Number of meeting rooms required plenary/parallel sessions Intended use for each room Size of rooms needed, i.e. capacity for delegates attending Audio visual equipment in each room and any additional requirements needed Any additional equipment required Audio visual technician, check on all equipment in advance Registration area Exhibit space, exhibit requirements Poster exhibit space requirements Computer suites Accommodation Approximate rooms needed, single/double Room rates Reservation confirmation (ensure in writing) Arrival/departure dates clearly defined with a release date of rooms if not booked Deposit requirements Social Social including Accompanying Persons Programme. Ensure costings cover all of the programme Programmes for good weather/bad weather Coach tours booked in advance to include guides Ensure lunches are booked if numbers are large so that delays are not incurred Programme Timelines need to be decided and a theme for the conference Programme, content and abstracts, etc. Transport Provide information on how to get to Galway and local transportation options Confirm if you need to shuttle to/from airport and conference centre and book transportation in advance Catering Catering requirements need to be decided taking account of the most appropriate venue and menu to suit the group Type of function needs to be confirmed, e.g. luncheon, dinner, coffee breaks, buffet/full serve, etc. Special requirements need to be considered Menus need to be chosen in advance and final numbers confirmed to caterers in appropriate time All venues need to be booked and confirmed (in writing)

5 Top tables need to be confirmed if required as well as any audio visual requirements for speakers Bar licences need to be booked in advance if required Entertainment Types of entertainment required agreed and booked in advance, e.g. speaker, comic, full show, awarding of prizes, band, etc. Time schedule agreed for entertainment Exhibit and Freight Arrangements Number of exhibits confirmed to determine space required Fees agreed for exhibitor Plan of exhibit area to include power available, dimensions, etc. to be sent to exhibitor prior to conference Any special exhibitor requirements, including set up, confirmed in advance Address confirmed to exhibitors for sending materials prior to the conference with a contact person agreed General Information Passport, visa information provided, where required Interpreters booked (if required)

6 Stage 3: Other Issues to Consider Section 1 Fundamentals Name and overall description of event including the theme for the conference. Co-ordination and time schedules. A realistic time schedule must be developed for behind the scene workers in respect of each individual segment of your overall event noting assembly, start, finish, etc. From this, timelines can be developed. Section 2 Timing When deciding on final days/dates for a conference, you should: Choose days/dates with a second and third choice in case there is a difficulty with the first choice Commencement date AM/PM. Departure date AM/PM. Timing free of conflict, e.g. other related conferences, long weekend, religious holidays, important events elsewhere, sporting fixtures, heavy vacation times, college events, etc. Timing convenient to attendees, i.e. do not cause attendees to hang around unnecessarily, fits well with transportation schedules, ties in with last connections on public transport, etc. Section 3 Personnel/Committees and Volunteers Co-ordination with committees and volunteers Specify committees and what each has undertaken to do Specify volunteers and their roles

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