General Pre-Planning

• Review feedback from past conference(s)
• Decision as to # of conference days.
• Selection of host/location/dates.  Designation of main host contact/collaborator.
• Early notification of OCWC members regarding dates, host, location, and conference.  Request of tentative RSVPs from members.
• Decision on overall structure of meeting schedule (tracks? rooms required, size of rooms).
• Selection of venue.  Formal registration/scheduling of venue, based on estimate of attendees.
• Selection of lodging for conference.  Scheduling/blocking off of lodging rooms based on estimate of attendees.
• Should there always be a larger OER conference adjacent to this conference for the general public?

Planning Committee

• Selecting committee members
• Sending out email invitations to committee members

• Selection of conference call service.
• Schedule of conference calls.
• Creation of subcommittees, subcommittee chairs, and subcommittee assignments.

Conference Registration

• Selection of registration system for the conference
• Building of conference registration page/site
  • Posting to registration system venue information, travel directions, lodging information, tentative schedule, preliminary conference program
  • Registration fee?
• Send out registration email.  Potential registration reminders.
• Monitor registrations to tie with lodging reservations.  Block off additional lodging rooms if needed.
• Collection and administration of registration funds?
• Harvesting of registrants for attendee list and name tags

Conference Program

• Deciding on basic structure. Keynotes?  General session(s)? Topics? Tracks?  Subcommittees?  Expo?  Press event?  Special dinner/event for committee.
  • Designation/invitation to actual presenters.
  • Signing of consent forms for audio/video capture of presentations.
• Meals, snacks
• Excursions <- Make sure guests know how to participate
• Entertainment

Pre-Conference Logistics

• Make restaurant reservations and menu selection
• Arrange for broadband internet access at venue
• Arrange meals and snacks at venue
• Arrange group activities, including tour guides?  Entertainment?
• Make transportation arrangements based on schedule
• Arrange for registration desk at conference, and workers for registration
• Arrange for expo (if held), including computer monitors, booths, etc.)
• Design and printing of....
  • Program, venue maps, city maps, attendee/member lists (w/ cell phone), marketing materials, etc.
  • Scheduling signs
  • Name tags (including name tag holders)
• Plan for digital thumb drive of all presentations and demos/software?
• Arranging "housewarming" gifts for attendees?
• Conference awards?
• Setup of flickr site for photos
• Setup blogging/podcasting/videocasting plan for conference
• Press/PR plan for conference
  • Arrange a big "announcement" at each conference (new members, benchmarks/milestones, etc.)
• Determination of n+1 conference host/location
• Once attendees are finalized, confirm reservations with lodging, restaurants, transportation, events, etc.
• Arrange corporate conference sponsors?

 At the Conference

• Early arrival for committee.  Tour of facilities day(s) before conference.  Get "lay of the land)
• Give to lodging staff OCWC folders/handouts/gifts?
• Registration desk staffing, setup and maintenance

• • Handout/Folder for Conference
• Placement of schedules for each conference room
• Posting of signs for schedule transitions
• Video/audio capture of all presentations?
• Testing A/V for every conference room
• Checking on refreshments (water) for every room
• Setup & breakdown of expo
• Testing broadband setup at venue
• PR/Press event?
• Announcement of next conference host/location

Post-Conference

• Collection of PPTs
• Post-production of conference audio/video
• Releasing of all PPTs, video, and audio
• Conference evaluation
  • Creation
  • Release
  • Gathering of feedback, and publishing of results
• Start all over again

Lessons Learned

• Have a plan for the spouses, to get to activities and dinners
• Don't put a break anywhere close to lunch, especially if lunch is already out, this is a good way to lose participants
• Put packets at hotels for when people register, and/or put registration at the hotel – essentially make sure people know where to go, when to meet, especially if the program continues to change
• Go local, with timing of meals and events – if we do this, don't also use an American start time (the 8am start in Santander is challenging when dinner ends after 11pm)
• Ending early is ok!