What: Manage on-site activities, including room setup, audio-visual setup, and food and beverage service
Who: Conference Chair, Registration Committee, or Local Arrangements Committee
When: Begin 12 to 18 months before the conference, if you are hiring an event-management service
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The on-site management team works closely with the facility staff and other vendors to help the conference run smoothly.
Many conferences hire an event-management service. They can help plan and manage the on-site activities for your conference.
Pre-conference meetings are important for planning and communicating with everyone who is running the conference. Schedule pre-conference meetings to review information about the conference location, activities, and program.
It is important to have a good communications plan for your conference.
Check for areas where cell phones don't receive calls (known as dead spots) before the conference so that you can avoid them if you need to talk to other staff members.
During the conference, the on-site management team ensures that the conference runs smoothly. Check for:
Hold daily meetings with your team, the key staff from the meeting location, and conference contractors. Schedule the meetings at the same time every day. During the meetings, review the past day’s activities and plans for the next day.
A post-conference meeting held on site at the end of the meeting is an important source of feedback. Meet with your staff, key facility staff, and contractor personnel. You can then follow up with a separate meeting with your staff only.
IEEE is ready to help. If you have questions about managing on-site activities, please contact IEEE Meeting and Conference Management (MCM) at firstname.lastname@example.org.
Do you have other questions about organizing a conference? Please see IEEE Conference Organizer Contacts.
Do you have feedback on the information on this page?
Please send your feedback to IEEE Meetings, Conferences & Events (MCE) at email@example.com.