ADVANCE PREPARATIONS:

• Set date(s) for this meeting (avoid major conferences in your field, holidays, etc.)
• Determine separate events involved and develop a master schedule
• If this is a complex event, you may wish to develop a standard "shell" for each individual event, showing start and stop times, common meal or break periods, etc. If this is done, be sure it is sent to all event coordinators as early as possible.
• Secure brief description for each event planned and be sure to identify coordinator(s) for each separate activity
• Confirm any special funding promised to event coordinators
• Determine who should be invited
• Estimate numbers expected, and other key resource statistics: attendees per event; # of separate events; meals and breaks; # of separate agendas needed; sets of minutes to be taken
• Reserve meeting space
• Secure contracts with area hotels
• Prepare advance advertising copy (e.g., technical reports, newsletter, public ads)
  • Include dates, titles, brief descriptions and any essential logistical info.
  • Place advertisements early!
• Determine date for formal invitations to go in the mail.
• Prepare and circulate planning timetable (with deadlines) for faculty and staff.
• Determine how to handle meals:
  • Will ERC charge for some expenses?
  • How many students should be invited to meals, and how? Who pays?
  • Do we want to use meal tickets, no screening/other for meals?
• File alcohol permits (cash bars work well.)
• Secure agendas from program leaders and coordinators
  • set deadline for receipt of draft agenda
  • set deadline for receipt of final agenda(s)
  • establish deadline when speakers must be identified; include info needed on speakers (e.g., social security number and address for external speakers)
• Invite and confirm speakers
• Prepare formal invitations and RSVP forms, including map and parking/hotel information
• Determine, draft, prepare & copy all handout materials, including:
  • any general logistical info and restaurant guide needed
  • Powerpoint presentations
  • packets
  • any info booklets needed (e.g., ERC student resumes; participant list)
• Determine food needs; order and confirm head counts/arrangements as needed.
• Meet with hotel staff re arrangements. Give vendors six weeks notice; be sure to observe their deadlines for final head counts. Plan for vegetarian and other special diets. Provide a variety of food, including breakfast and reception food, that can be eaten standing up. Lunch items should be non-sleep-inducing.
• Determine whether special temp help is needed. If so, where and for what? Hire; schedule; supervise; pay.
• Order regular and special supplies.
• Prepare purchase order documents for duplicating and other special work
• Confirm that all required updating to mailing list is current/run labels: determine sorts required for labels, based on who is to be invited
• Draft and mail special invitation letters
• Prepare final schedule and circulate. Update as major changes occur and process continues.
• Signs ordered, made, and picked up: Workshop titles; company table signs, general directional signs.
• Determine AV needs; order and confirm. It may be desirable to arrange/hire special AV help; arrange AV training session for staff. Have extra AV available at ERC for emergencies.
• Contact special events and grounds personnel, if an outside event. (Avoid sprinklers being on, construction, etc., during the event.)
• Update company acknowledgment board and other display cases. Determine whether or not any special displays or videos are desired, including who will be responsible for same.
• Receive and route/handle RSVPs as they are received
• Enter data into RSVP database
• Finalize staff assignments, including advance prep; registration; event staffing; minutes; clean up and filing.
• Head count reports distributed (in advance of the meetings)
• Attendance list run and copied
• Name tags prepared
• Power Point presentations are uploaded and correctly follow the meeting agenda.
• Buy wine, alcohol and other special and/or last-minute supplies. Note that this often requires available cash and a car, with ability to wait for reimbursement; be careful who you assign this to.
• Confirm final head counts, and call in meal counts/confirm space assignments
• Hold a staff meeting just before event begins, for last-minute info and instructions
• Assemble supply boxes (for each event and registration desk)

Tip : Some ERCs keep standard supply boxes for each advisory committee in storage, updating them immediately after each major event. Do these as early as possible.

• Move all of the necessary supplies to the appropriate rooms
• Deliver last-minute info/instructions to participants
• Assemble and deliver last-minute info packets to hotels, for out-of-town guests.

DURING MEETINGS:

• Register guests.

Tip : a portable computer and printer, on-site, is useful. Load your RSVP data on machine, along with your name tag program.

• Circulate and meet with guests

Tip : Be sure your Industrial Liaison Specialist has given special, last-minute lists and briefing sheets to your Director and faculty.

• Staff each separate event to set up rooms; check on/arrange food; check AV; etc.
• Minutes taken.

Tip : Assign both a staff member and a knowledgeable student to take minutes. The students will catch technical details others miss.

• Record actual, final head counts. (Attendance always differs from the advance counts.)
• Double-check rooms as meetings occur (be sure staff, food, AV, supplies show up; look for problems; be sure someone checks room after each event, for cleanup).

AFTER MEETINGS:

• Pay speakers; reimburse staff for out-of-pocket expenses.
• Minutes edited and mailed. Set a deadline; be prompt with follow-up!
• Follow-up with participants, as desired/needed.
• Update mailing list and student databases, based on new info received
• Company logs updated based on activities and new info received
• Follow-up evaluation meeting with staff. Write down ideas for next time!
• Prepare final written report, and be sure a copy of all critical materials (including handouts and overheads) get into master ERC files.
• Thank you's sent
• Final budget report on meeting expenses
• Clean up and filing

ADDITIONAL ITEMS FOR COMPANY-UNIVERSITY WORKSHOPS

BEFORE THE MEETINGS:

• Secure revised student lists from each program leader and/or PI; update student database that will be used for student invitations.
• Confirm that all updating to mailing list is complete/current:
  • Confirm/revise Advisory Committee and Board lists
  • Review staff and faculty listings for terminations/additions
  • Review VIP listing for changes
  • Determine sorts required for labels, based on who is to be invited
  • Will lists, by company, be desired, so that Advisory Committee members can be asked to update?
• Arrangements for special small group meetings
• Follow-up calls to industrial invitees, in advance of the meetings
• Faculty briefings (by Industrial Liaison person)
• Assemble Advisory Committee packets

ADDITIONAL ITEMS IN ADVANCE OF A POSTER SESSION; AN ANNUAL ERC INDUSTRIAL ADVISORY BOARD MEETING; AND/OR AN ANNUAL PROGRAM REVIEW FOR EACH THRUST GROUP.

BEFORE THE MEETINGS:

• Gather/update lists of researchers, faculty, and students by project/program area (for program review books, and to update appropriate databases)
• Update ERC graduate/alumni information (including database)
• Assign production of individual program review books; establish timetable for production (and determine number of copies needed of each book)
• Determine agenda (and meeting space) for Board meeting and dinner
• Determine ERC overheads needed for various events, and assign production
• Make arrangements for poster session
• Determine students to present (ask program leaders); if using technical consultant, arrange for this person's help; arrange for display space and tables; have poster boards checked and restored as needed; order supplies
• Arrange caterer for poster session buffet dinner
• Will there be any meetings of other special groups (space; agendas; staffing)?

ADDITIONAL ITEMS IN PREPARATION FOR NSF SITE VISIT:

• Confirm dates with NSF Program Director
• Coordinate hotel arrangements for Site Team with both the hotel and NSF. While team members need to make their own reservations (due to NSF reimbursement policy), you may need to reserve a block of rooms in advance to reserve space at the required government rate!
• Make arrangements to transport NSF site visit team from hotel to site visit location.
• Hold a dress rehearsal. When/Where?
• Prepare a site review (viewgraph handout) book.
• Who will serve on Site Review Team; circulate background info to faculty
• How many computers and printers will Review Team need? Is there a photocopier near the report-writing room?
• Have a well-stocked supply box! Include extra extension cords; site team members will arrive with laptop computers and need access to power outlets.
• Remember that the Site Review team needs breakfasts and lunches, even on report preparation day.
• Make arrangements to call taxis for site visit team members to return to airport after report writing.

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