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