|January||All||Book tele-conference for March|
|Jan – Feb||MCh||Consider costings ahead of decision about prices|
|Before each tele- conference||MCh||One week ahead, send out reminder, any established agenda items, and request notice of any non-standard methods of contact.
Prepare note on state of bookings and financial forecast.
|Feb – March||MP MCh All RF||Obtain details from speaker and photo
On web site, create event for forthcoming lecture. See procedure.
|Feb – Apr||MCh MCh RF MCh All
|Ensure contacts list on Eventbrite is up to date
Send out Eventbrite invitation to contacts list
Agree who will be responsible for which publicity
Send out publicity to other sources
Get cards printed
Ask speaker for his/her suggestions for books to be included
|March – June||All||Discuss next year’s speaker and date for the lecture
Add committee’s own suggestions to booklist; finalise it and forward to bookstall people to give them plenty of time to order books
|March – June||nominated person||Confirm next year’s speaker and their working title|
|Edit Eventbrite invitation to highlight end of Earlybird bookings coming up
Re-send Eventbrite invitation to contacts list
Re-send publicity emails ahead of Earlybird deadline
|13th July||MC||(Early bird option will remove itself from web site event booking form)|
|April – Aug||CB||Liaise with venue over catering arrangements:
|June – Aug||MP||Check speaker’s needs for lecture (lectern/audio-visual equipment) etc and request copy of any PowerPoint/audio files that will be used – check they work. Discuss text and audio recording of their lecture.|
|June – Aug||MCh||Arrange event insurance
Liaise with venue over arrangements:- Audio amplification; 1 lapel mic + 2 roving? – Audio recording facilities
– Flipchart stand, pad & pens if needed
– Wi-fi access- Table, chairs, water for chair & speaker etc- Registration desk[Check venue has Health & Safety Policy (required for insurance)][Do risk assessment (required for insurance)]
|June – Aug||MCh||Check stock of label stationery Check signage
Draft feedback form
Update CPD Certificate for later use
|Aug – Sep||All MPMP All
|Arrange who will purchase flowers for the venue and speaker’s champagne/appreciationCheck whether speaker would like to receive cheque on the day or will submit invoice later; bank details for BACS payment
Confirm title of following year’s lecture Arrange who will do what on the day
2-3 weeks before lecture
Send out joining instructions including inviting them to bring leaflets
Remind them of bookstall
|1 week before lecture||MCh/CB
|Notify venue of final numbers inc special diets, with margin for late bookings.
Work out what delegates need to be told on the day, eg fire alarms/exits; CPD forms; feedback form and pass to Chair
|Day before lecture||MCh||Print labels for attendees (take a few spare blanks)
Print CPD Certificates
Print out list of names of people with special diets & details
|On the day||As agreed MCh
MCAs agreedMC MCh
Take data projector if needed
Take recording equipment if needed
Issue labels as registration process
Deal with any ‘on the door’ registrations and payments
Make audio recording
Issue CPD certificates
|Post-lecture meeting||All||Evaluate venue
Consider next year’s venue
Remind people to supply receipts of expenses
Decide on honorarium
|After the lecture day||MCh
|(Booking arrangements on website hides itself automatically.)
Prepare accounts spreadsheet for the current year. Bring forward any late transactions from previous year.Establish from remaining labels who actually attended.
Send out email to attendees with request to complete feedback form and any CPD certificates not collected with preliminary note of next year’s lecture
Pay bills (including organising group expenses claims.)
Make provisional booking at venue for following year.
Follow this procedure to create past lecture record.Publish brief details of following year’s speaker, lecture title and date as a news post on the web site.
|Two/three weeks after request for feedback||MCh||Collate feedback from participants and circulate it or a summary to organising group.Feedback to venue.
Review feedback form in light of experience and update if necessary.
|As soon as material available||RF||Upload lecture text/transcript and audio if desired. Review with group.|
Oct – Dec
|Reconcile accounts & send to reviewer
Once reviewed, make financial report to whole organising group
|Jan – March||Confirm venue for next lecture|