National Council of Teachers of English Logo

Conference Planning Checklists - Previous Revision

Conference and Meeting Planning Checklists and Worksheets
A timeline worksheet, budget worksheet, site inspection checklist, and much more . . .

Documents prepared by
Jacqui Joseph-Biddle, NCTE Convention Director


Conference Work Timeline

How many months in advance should an affiliate begin planning for its conference? When should proposal forms be distributed? When should publicity be sent to the media?  This timeline will be a very useful tool in your conference planning. 

http://www.ncte.org/library/files/Related_Groups/Affilliates/Conf_Timeline.doc

 

Conference Budget Form

Planning a conference is a labor of love, but it is also a business venture to make a profit. Affiliate leaders and volunteers spend considerable time and resources planning their annual conference(s). This budget form will help guide them through the process of creating, planning, and implementing a budget.

 http://www.ncte.org/library/files/Related_Groups/Affilliates/Conf_Budg_Sample.doc

 

Site Inspection Checklist 

What should an affiliate look for in selecting the best conference site?  This checklist includes all the important issues and details when selecting a site, from the overall quality of the hotel, to important issues with lodging rooms, meeting rooms, food and beverages, audio visual issues, and much more. This checklist will ensure your affiliate chooses the best conference site.

http://www.ncte.org/library/files/Related_Groups/Affilliates/Conf_Site_Insp_Cklst.doc 

 

Sample Speaker Confirmation Letter

How should an affiliated group confirm the arrangements they have made with speakers?  This sample speaker confirmation letter is a great example. 

http://www.ncte.org/library/files/Related_Groups/Affilliates/Conf_Spkr_Ltr.doc

 

Speaker Tracking Chart

How do you efficiently and accurately keep track of your speakers? How much will each speaker be paid? What type of transportation will each of your speakers use to get to and from your conference? Will a volunteer need to pick a speaker up at an airport?  Will your speakers need special equipment for their presentations?  This speaker tracking chart has proven time and time again to be an invaluable tool in making conferences successful.

http://www.ncte.org/library/files/Related_Groups/Affilliates/Conf_Spkr_Table.doc 

 

Speaker Information Form

Does your speaker(s) know enough about your event to give the most successful presentation? Is your speaker wondering about transportation or meals? This form, prepared by Millie Davis and used for the cosponsored speaker program, provides the speaker with detailed and valuable information on your event. Feel free to copy and paste this text into an e-mail or a document, complete, and send to your speaker(s).

http://www.ncte.org/groups/affiliates/mtgs/124439.htm

 

Hotel/Site Directory and Hotel Checklist

Whom should you call if you need to change a room setup during the conference? Which volunteers will be working at the registration desk and how do you reach them?  When are the meeting rooms set up, and who sets them up?  This directory and checklist form will prepare you for any emergency situation that could arise before or during the conference.  

http://www.ncte.org/library/files/Related_Groups/Affilliates/Hotel_Chklst_voltr1.doc

 

Conference Notebook Checklist

Do you have a notebook for the conference?  What type of information will you need to carry with you each day?  This checklist will prepare you to handle any question with ease, to know each exhibitor, and to know where a guest speaker will sit at the next luncheon.

http://www.ncte.org/library/files/Related_Groups/Affilliates/Conf_Notebk_Cklist.doc

 

Document and Site Resources

Share This On:

Page Tools:

Join NCTE Today

Related Search Terms

Copyright

Copyright © 1998-2019 National Council of Teachers of English. All rights reserved in all media.

1111 W. Kenyon Road, Urbana, Illinois 61801-1096 Phone: 217-328-3870 or 877-369-6283

Looking for information? Browse our FAQs, tour our sitemap and store sitemap, or contact NCTE

Read our Privacy Policy Statement and Links Policy. Use of this site signifies your agreement to the Terms of Use

Visit us on:

  • Facebook
  • Twitter
  • Linked In
  • Pinterest
  • Instagram

Document Owner

Organization Name

NCTE - The National Council of Teachers Of English

A Professional Association of Educators in English Studies, Literacy, and Language Arts