Administrative and organisational tasks (from old system)

  • Service the organising group: doodle, email, produce and send agendas
  • Liaise with speaker over title, blurb, photo; suggestions for list of books for bookstall; lecture requirements, expenses and general arrangements (current year)
  • Book speaker for following year
  • Maintain website
  • Look after finances: produce costings; arrange insurance, pay bills and expenses; receive, check and file bank statements; adjust PayPal parameters at start and end of early-bird period; transfer PayPal balances to bank; take payments on the day; do accounts and send to agreed person to review
  • Review accounts
  • Arrange and liaise with bookshop for bookstall at lecture, including co-ordination of list of suggested books
  • Generate advance notice, announcement that bookings are open and reminder mailings to whole mailing-list
  • Draft and send adverts, blurbs, cards
  • Process bookings:
    1. Update database parameters
    2. Enter bookings info
    3. Send receipts
    4. Deal with payments where there are problems with PayPal
    5. Deal with refunds when people cancel their booking
    6. Produce list of dietary and other special requirements
    7. Produce list of attendees
    8. Produce and send joining instructions
    9. Produce labels for attendees on the day
    10. Produce CPD certificates
  • Respond to general emails
  • Venue and catering liaison (including parking; speaker’s needs; arrangement of rooms; equipment; confirmation of numbers; signage; flowers; on the day, check everything is in place)
  • Check content of feedback form master; request attendees to complete form, receive and gather/analyse completed forms
  • List what delegates need to be told on the day (fire alarms/exits, CPD forms, feedback form) and pass to Chair
  • Co-ordinate purchase of appreciation for speaker and their payment on the day
  • Supervise audio recording
  • Arrange who will cover ‘registration’ on the day

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