(in the United States) sporting events, and accom-
modations in even small hotels may be unavailable
or highly expensive. When the location is known
and the facility is booked, then this is material for a
press release and another round of conference
announcement mailings if it is a large, commercial
meeting.
Budgets. If the meeting is purely company spon-
sored, then the meeting organizer should determine
the size and location of the meeting, calculate the
costs and present the budget for approval. If that
budget is cut back, then the number of attendees
can be adjusted downwards accordingly. If there
would appear to be no compromise between a
budget thatistoo small and thenumberof attendees
desired, then do not forget to consider breaking the
meeting into two smaller ones at different geogra-
phical locations; reductions in travel costs can
compensate for the economy of scale that might
be achieved with a single large meeting.
Satellite symposia usually come with fixed price
tags payable to the sponsoring academic society. If
the budget will not support it, then shop around;
almost every discipline has more than one annual
meeting of interest. Furthermore, contracting for a
satellite symposium at each annual meeting for the
next three years can obtain a volume discount, but
you should reserve the right to retail those that you
have paid for, just in case you do not need them.
If the meeting planned includes paid registra-
tions, then seek professional help with the budget.
The process will be much more complicated, and
depend on the rates of registration, both actual and
projected, in order to trim the meeting expenditures
where it may be necessary, and avoid going broke!
Promoting the meeting. The mailings, fliers,
email reminders and press releases should begin
8–12 months before the event. A schedule for
regular promotions should be set out at the begin-
ning of the planning process.
Licenses and permits. Usually, the facility that
you have chosen will be able to tell you whether
any of these are needed. Usually, applications
made six months before the event are sufficient.
Registrations. Opening early-bird registration
five months before the event is usually effective,
and a motivating discount is usually good for early
cash flows. The outline program should be ready at
this point, even if some of the participants have
either not yet replied to the invitation or are to be
determined. Calls for papers and abstracts can also
begin at this time. Both early-bird registrations and
scientific submissions should have deadlines, and it
is best if these are rigidly adhered to. Otherwise,
you will be bombarded by supplicants for excep-
tions and special treatment!
By one month before the event, all the programs
should be finalized, and the definitive version
printed. All audiovisual bookings and menus should
be contracted. The remnants of the hotel room
reservation block can then be released (those regis-
tering at the door can fend for themselves). This is a
good time to send out reminder postcards with basic
information: where and when is registration, loca-
tionanddirectionstothefacility,andthenameofthe
nearest airport or railway station. The publication
plan should also be agreed at this point.
Two weeks before the event: Most caterers will
want final numbers on food and beverages being
served. The meeting staff should be taught how to
find their way round the facility, and where, nearby,
such things as business services, restaurant advice
and traveling essentials may be obtained.
Half a day before the event: Train the registra-
tion desk staff, make friends with the audiovisual
people and test all their systems. Set up the mes-
sage board, and signage to all the conference
rooms.
Feedback. During the conference, ask the atten-
dees what they think about it. In some cases, for
example where medical education credits are
offered, therewill probably be a formal mechanism
required for the scientific content. However, even a
small meeting might engender unexpected opi-
nions on the hotel rooms, the food or the travel
arrangements, and these can only add to your own
experience as well as contribute to the success of
the next meeting that you are planning.
The first to arrive and the last to leave. The
meeting staff will probably be required to remain
at the facility for at least a day and a half after the
final gavel. Dismantling display materials, finaliz-
ing invoice arrangements with vendors, and getting
the proceedings publication started are common
tasks. There should also be a time for general
recovery and celebration; the latter will enhance43.1 GOALS, TYPES OF MEETINGS AND PARTICIPANTS 577