Event and Conference Planning

Developing Themes and Selecting Sessions

Consider the following methods for develop session themes and topics:

• Are there current public hot topics of interest to your members (example: school wellness programs)
• Is there or has there recently been any legislation or political programs of interest to your members? 
• In what practice areas do your members participate? (available through DMIS) 
• What Performance Indicators (PI’s) have your members identified? (2024 Analysis and Instructions)

Call for Speakers 

Once you have the ideal session themes and topics, hold a call for speakers. Have submitters include 2-3 learning objectives, a program description, presenter biography and a participant level. These will expedite program selection and help you prepare promotions.  

If, at the end of the call for speakers, you find you have gaps in your program consider the following resources: 

• Utilize Find a Registered Dietitian to find local experts.  Note that the Academy does not review or endorse members who claim to be speakers. 
• Contact the Dietetic Practice Groups (DPGs) that have speakers’ bureaus. 
• Ask your Affiliate Delegate to present on current issues. 
• Request an Academy Board or other national committee member to speak.  

Speaker Selection 
Be sure your committee selects a wide variety of program topics so that all members (and non-members) see an opportunity for their participation. As you select speakers evaluate based on relevance to theme, qualifications, speaking experience, and evaluate how they fit into your overall budget.  

While you may receive many speakers who fit the theme and would bring a lot to your meeting, be sure you look at the fiscal cost of accepting their proposal. Consider offering a standard speaker package like how the Academy works FNCE® speakers. This allows transparency to speakers who are submitting proposals as well as offers consistency to the planning committee when making their final selections. 

Costs to take into account for speakers are air fare/travel expenses, lodging, per diem, and honorarium. Research air fares and how far speakers are from an airport that will connect to your meeting location. All of this impacts your expenses and should factor into speaker selection. Utilize the speaker tracker template in the sidebar to help you track financials as well as items needed from the speaker.

Once you have your speakers selected, create your agenda so you can send full details back to the speaker with your proposal for their review and acceptance. 

Speaker Follow Up 
Once you have your speakers selected, reach out to the ones selected outlining their acceptance and what the affiliate will cover asking them to accept formally. Once they have accepted, follow up with a speaker agreement and outline all the critical dates in the email. Items you should be collecting: 

• Signed agreement/disclosure/photo release 
• Headshot 
• Bio 
• CV or resume (for CEU submission) 
• Draft of slides for review 
• Final slides and handouts 
• If not submitted as part of the call for speakers, ask for session description to use for marketing 

Use a speaker tracking sheet to ensure you have complete information and update as items are received. There is a template in the sidebar of this page.

Creating a Plan and Establishing Critical Dates

Before conference planning begins, the conference planning committee should establish a thorough list of critical dates. This will help the committee manage progress and ensure the event is a logistical success. The list should be as comprehensive as possible. New tasks that arise during planning should be added to the grid. You can download all of this information into a document here.

Some deadlines to include in the list are: 

• Site visits 
• Communications with leaders 
• Promotions to members 
• Registration deadlines 
• Speaker and session deadlines
• Hotel deadlines (food & beverage, AV, room sets, etc.)
• Exhibit floor and sponsor deadlines 
• Printing deadlines 
• Shipping deadlines 

Most often, critical dates are compiled in an excel spreadsheet. Include: 

• Due date  
• Actual completion date 
• Status update (not started, in progress, complete) 
• Task description  
• Owner of the task 
• Notes field 

Below is an example of a critical date grid. You can access project management templates in the Strategic and Committee Planning section of the website. 

Tracking Progress 
The committee chair should serve as the project manager and should take ownership for the tracking grid updates. They should review the critical dates on a weekly basis and the total committee should review the dates at every meeting.  

Be sure to include critical dates and parties responsible in post meeting communication, such as evaluation deadlines and committee debriefs to ensure documentation of upcoming deadlines.  Below is a starting point for major tasks to being creating your tracker. Use the items below to build a detailed plan as illustrated above. 

Event Checklist Example

FROM 18 MONTHS OUT OR WHEN THE NEED FOR THE MEETING IS FIRST IDENTIFIED 

• Determine the objective of the meeting and develop the program and budget 
• Create a Request for Proposal and send out to hotels/conference centers you are interested in. Your proposal should include a request for current menus and pricing as well as a price list from the in-house Audio-Visual Company if there is one 
• Review all proposals and book your meeting site and support services. 
• Negotiate hotel/conference center contractual agreement. Have an authorized signer for the affiliate sign all agreements (generally president and treasurer) 
• Sign and send contractual agreement to hotel 
• Develop detailed project timeline for meeting tasks 
• Open call for speakers. Specify theme, speaker benefits package, and request AV requirements. 
• Prepare save the date marketing materials and send out to potential attendees. Put a save the date on your website once location and dates are confirmed with contract 
• Finalize marketing plan for conference including logo development if necessary 
• Update sponsor prospectus and begin to notify potential sponsors of meeting 
• Establish registration pricing and decide on registration platform. Include launch date for registration and deadlines 

AT LEAST 6-9 MONTHS BEFORE YOUR MEETING 

• First promotional pieces sent via mail, e-mail, and on website including Registration Fees and Hotel costs 
• Determine other suppliers/contractors needed, including but not limited to: temporary staffing company, florist, photographer, audio visual company (if no in-house AV available).  Finalize contractual agreements with other vendors 
• Finalize all speaker agreements, reserve necessary speaker hotel rooms 
• Continue sponsor outreach – track deliverables and collect necessary collateral from them. 
• Conduct Request for Proposal for next year’s conference 

AT LEAST 3-6 MONTHS BEFORE YOUR MEETING 

• Select and order bags and badge holders for meeting if being custom printed 
• Make travel arrangements. Send email to those VIP’s or Speakers you will be paying for travel 
• Set up master account for your meeting charges with the hotel (authorize who can sign charges) 
• Order VIP/Speaker gifts if any are required
• Continued outreach to sponsors with deadline to participate ahead of any print deadlines 
• Select date and location for next year’s conference for announcement at this year’s conference 

AT 2 MONTHS BEFORE YOUR MEETING 

• Complete Program and send to print if having a hard copy. Make sure to update all information on your website regularly 
• Check with your speakers regarding the progress of their presentations, audiovisual and logistical arrangements. Remind them of handout submission deadline 
• Submit rooming list to hotel and confirm arrangements for amenities 
• Order signs and printed materials 
• Develop meeting evaluation. Sample: https://forms.gle/mKwVafgVfEVyCNVt9  

AT LEAST 6 WEEKS BEFORE YOUR MEETING 

• Confirm menus, room setups and supplies in writing with your event manager. Identify any special dietary needs for the group 
• Deadline for speakers to submit handouts electronically 
• Email attendees the agenda, suggested dress and other instructions 

AT LEAST 3 WEEKS BEFORE YOUR MEETING 

• Finalize day of volunteers and confirm roles 
• Confirm assistance from others as needed 
• Finalize run of show for presentations – confirm transitions, speaker introductions, sponsor recognition, etc. 
• Finalize “know before you go” ‘emails for attendees, sponsors, speakers, and volunteers 
• Finalize post event communication to attendees, sponsors, and speakers 

AT LEAST 1 WEEK BEFORE YOUR MEETING 

• Print onsite materials, badges, table tents 
• Establish on site registration and fundraising efforts – secure cash box and change if necessary 
• Ship materials to arrive 24 hours before your arrival, and confirm arrival before leaving 
• Confirm all audiovisual requirements and PowerPoint presentations 
• Make arrangements for shipping materials back to your office after the meeting 
• Confirm (72 hours in advance) your meal and beverage guarantees for the first day food functions 
• Take a complete master set of all registrants 
• Activate/Set up meeting evaluation online survey 

 UPON ARRIVAL AT HOTEL/CONFERENCE CENTER 

• Inspect shipped materials to be sure that all of your items have arrived and are in good condition 
• Proof any signage that has been ordered. 
• Stuff registration bags, if applicable. 
• Sort and arrange name badges, set up registration procedure 
• Attend hotel pre-conference meeting to review all arrangements 
• Sign banquet checks each day and keep an ongoing record of your on-site expenses 
• Anticipate/Support Speaker Needs 

ARRANGING REGISTRATION 

• Arrange registration in a space where it can remain set up throughout the conference 
• Establish where the line will form and ensure proper space for peak registration 
• Identify nearest restrooms
• Place directional signage  
• Ensure the area meets the Americans with Disabilities requirements 
• Ensure proper electrical and internet access for onsite registration needs 
• Have staging area for additional supplies and ensure all volunteers know where it is 

PREPARING PERSONNEL 

• Put together registration protocols that are easy to follow. Have training with volunteers on site 
• Provide staff with a list of VIPs, speakers, and media 
• Designate registration supervisors 
• Discuss procedure for handling complaints or problems 
• Provide updated preregistration lists to each staff member 
• Provide all registration personnel with a complete list of seminars and optional activities 
• Check that computers and printers are functioning properly and connected to Wi-Fi if needed 
• Provide cash deposit boxes and office supplies to registration personnel 
• Alphabetize or code attendee packets/name badges for easy access 
• Stock ample office supplies (tape, pens, note pads, badge holders, paper clips etc.) 

DURING EVENT 

• Notify your event manager immediately of any changes in your plans or requirements (AV, Room Set, F&B guarantees, function board changes) 
• Check function space and audio-visual set-up one hour in advance 
• Count/summarize money received, complete cost analysis. Mark each check with “For Deposit ONLY [Affiliate name]” and hand deliver to Treasurer. 
• Set up Registration Area (see above) 
• Check with all volunteers to ensure they have everything they need 
• Notify attendees of how to claim CEU and access the evaluation 
• Send post event email to all attendees 
• Announce date and location for next year’s conference 

CONCLUDING A SUCCESSFUL MEETING 

• Meet with your event manager to review your Master Invoice 
• Share with your event manager the names of personnel who have provided extraordinary service 
• Submit bills to be paid 
• Send out post event communication to sponsors and speakers 
• Conduct an event debrief with all committee members and volunteers - see sidebar for tips
• Submit final report to board with evaluation data and recommendations for improvements 

Venue Selection

 There are many things to consider when selecting a venue for an affiliate meeting. Below is information about: 

• What to consider when reviewing potential meeting locations 
• What to ask during a venue inspection 
• An analysis template 

What to Consider When Reviewing Potential Meeting Locations 

• Sleeping Rooms: How many rooms do you typically need (king and double beds)?  Keep a history (nights requested and nights utilized) for every meeting that will be repeated so you can provide an accurate history of the number of rooms you pick-up. 
• Rates. What general price range are your attendees willing to pay (including taxes and fees)?  
• Meeting Space. How many session rooms will you need? Do you have concurrent sessions? Do you need a particular arrangement for receptions? What is the set-up of the meeting rooms? 
• Property Location. Consider if you want the hotel to have easy access to restaurants, shopping and support facilities.  
• Dates. What dates should be avoided? Consider all holidays, school breaks, and dates for the Food & Nutrition Conference & Expo™ and local association meetings.  
• Accessibility. How close do you need the airport to the hotel?  
• Rotation. Determine if your meeting should rotate between cities in your state.  
• Menu. Consider the menu options, such as whether the hotel offers boxed lunches, vegetarian meals, etc.  
• Taxes & Gratuity. Ask for the percentages for taxes and gratuity so that you can accurately estimate expenses (service charges). Remember that service charges are taxable. 
  Concessions: What concessions will the hotel provide, such as complimentary rooms or free Wi-Fi? What amenities are there?  Will you receive free meeting space for a minimum food and beverage order?  Will they give you an upgrades or complimentary rooms based on your revenue to the hotel?  

What to Ask During a Venue Inspection 
Use the questions below as a guide when communicating with a potential meeting venue. 

 GENERAL INFORMATION 

• What are the names and direct phone numbers of the sales manager, general manager, director of catering, director of convention services, convention services manager, and director of security? 
• When was the property built? When was the most recent renovation completed, and what did it entail? Are future renovations planned? If so, when? 
• Does each room have temperature controls? 
• What is the name and square footage of each meeting room? Ask the property for their meeting planners kit, floor plans with details on dimensions, ceiling height, seating capacities and breakout configurations? 
• Is there a permanent stage in meeting room? What sizes of stage risers are available? Is there a fee for stage risers? 
• Is there on-site audiovisual support? Can a list of equipment and pricing be provided? Can an outside vendor be used? 
• Will the property provide security for meeting rooms? 
• How many rest rooms are near meeting rooms? How many stalls for women? 
• What is the event signage for meeting space?  Is it easy to follow? 
• How many sleeping rooms does the property have?  
• What is the policy on complimentary sleeping rooms?
• How long does it take to check in? 
• Is there a satellite group check-in/check-out location? 
• What are the sleeping room amenities (coffee maker, iron, hair dryer, Wi-Fi access, etc.)? 
• What is the cost of internet in the sleeping rooms and meeting locations? 
• What is the ratio of King rooms vs. Double rooms? 
• What are various taxes: occupancy, sales taxes, service charges for food and beverage, etc.? 
• Is there a mother’s room or locking room that can be used as a mother’s room? 

 OTHER INFORMATION 

• What other groups are booked for the same dates as your meeting? Who are they and what rooms are they using? 
• What is the distance to the airport, the meeting site (if not on site) and the nearest hospital? 
• Is there a business center? What services are offered, and what are its hours of operation? 
• Is childcare available? What are the hours and fees? 
• Is on-site parking available? How many spaces are there? What are the parking rates? 
• Is valet parking offered? What is the rate? 
• What sports and recreational facilities are on-site or nearby? Complimentary to hotel guests? 

FOR EXHIBITS ONLY 

• How many loading docks are there?  Location?  Is there need for a security officer to control flow? 
• What are the hours of dock operation? 
• What are the shipping details – how far ahead can exhibitors ship, is there any additional costs/what are they? 
• What return shipping services are available? 

Venue Comparison Analysis 
The conference planning committee can use the following table to compare potential meeting venue locations. 

Templates

• Request an Academy Board Member to speak
• Hotel Request for Proposal (RFP)
• Speaker Agreement
• Speaker Tracker
• Sponsor Tracker
• Sponsor Letter of Agreement
• Photo and Video Release
• In Person Disclosure Slides
• Webinar Disclosure Slides
• Onsite Responsibilities Grid
• Run of Show/Day of Schedule
• Academy Registration System Guidelines
• Academy Registration Submission Form
• Conference Chair Position Description

Tools

CDR CPE Provider Resources

• Live Conference Agenda Example
• Poster Session Agenda Example

Live and Virtual Event Toolkit
Evaluate in person versus online events in the wake of COVID-19. This toolkit walks through surveying members, being agile in a changing environment, what contract considerations to keep in mind, and tips on hosting a virtual events.

In Person Event Toolkit
This toolkit walks through contract, disclosers, and safety options for in person events in the wake of COVID-19.

Webinar Planning Toolkit
Learn how to plan and market your webinars from start to finish. This toolkit provides you with timelines, platform considerations, test runs, and logistics of planning and hosting a webinar for your members.

Marketing Your Meeting

1. How much should you spend? A rule of thumb in the association industry, under normal market condition, is that for an event that is 10-plus years old and where half of the attendees, exhibitors, and sponsors return each year, 10 percent of the revenue generated by the event should be dedicated to promotion. If an event is younger, taking place in a down economy, or more than 50% of attendees, exhibitors, and sponsors are new each year, you'll need to spend more than 10 percent.
2. What are the most effective marketing media? You will want to take a mixed approach, since most of your audience will need to receive several messages (or ‘touches’) before acting. Aim to touch your audience at least, but no more than twice a month though a variety of formats. 
3. What return should we expect from marketing? For e-mail blasts or electronic mailing list postings, look for a 20 to 30 percent open rate. For print materials, look for a 15 to 20 percent reaction to the piece. 
4. Whom should you market to? Your members, non-members who live in your state and past attendees are all great audiences to target. You will also want to send specific messaging to certain populations of the target audience: students, new members, non-members, diverse groups, members who attended in the past several years. 
5. Through what mediums should you market? Use as many as possible, as long as you don’t exceed the two ‘touches’ per month. Some ideas are your website, newsletters, e-mail signatures, e-blasts, electronic mailing list postings, brochures, and social media.
6. What messages should we place in our marketing?  By and large, the food and nutrition professional population responds to details on the caliber of the information and education provided at the event. Include this information in your marketing. Also look for opportunities to highlight the value of the conference registration rate, especially in a down economy.  Lastly, and most importantly, help them “buy” with their hearts. Consumers consider attending or buying products based on the information provided but will make the purchase once they feel an emotional connection. Include social items as well as educational to ensure you target people who may not have connected with peers face to face in some time or who are new to the area and looking for networking opportunities.
7. How should we market? Create a consistent brand for your meeting. This may be a specific logo based on the theme, can include standard colors and fonts, or utilize a consistent tag line. Attendees will need seven exposures to a message before it sinks in, so ensure they can connect the different touch points mentioned above with consistent branding. 

Leverage DMIS to access member and non-member contact information and demographics. 

Member Recognition

Recognition for 50 year Members & Award Winners 
Some examples of ways for your group to recognize the Academy’s 50 year members who are members of your affiliate or award winners are: 

• Ribbons 
• Reserved seating at events 
• Names printed in onsite booklet 
• Free or discounted registration 
• Special reception and/or lunch 

 Academy Recognition 
The Academy provides the following recognition for 50 year members: 

• Invitation to 50 year member tea at FNCE® 
• Receives a corsage 
• Free FNCE® ® registration 
• Reserved seating at the Opening Session 
• Name listed in the Journal of the Academy of Nutrition and Dietetics 
• Name listed in the FNCE® ® Program Book 

The Academy provides the following recognition for affiliate award winners’ for ODY, EDL, RYDY, RDTY, ODSA: 

• Certificate signed by the current Academy President 
• Letter of recognition from the current Academy President 
• Ribbon available at FNCE® Ribbon booth 
• Name listed in the Journal of the Academy of Nutrition and Dietetics  

 How to Find the Member Information 
50 year Members: download membership data from DMIS and sort by join date. If you do not have access to DMIS contact your president or executive director for support. Download full instructions here.

Award Winners: Contact your affiliate president or awards chair. 

Anniversary Celebration Planning

Before you plan the activities, start by listing your goals for your anniversary year. The more specific this list, the more successful you will be. Questions to consider are: 

• Is your main purpose to become more visible in your affiliate or nationwide? 
• To attract donations?  
• To increase participation?  

• Ask businesses to sponsor your celebration. 
• Secure media sponsors in order to garner public service announcements. Be sure to add your sponsors' names to your celebration communications.
• Write a history of your organization. Use it as a basis for articles in your newsletter, local papers, website, and handouts.
• Appoint a photographer to take photos during your anniversary events.
• Select one person to work with the media. Schedule as many appearances as possible on local TV and radio shows. Ensure people participating in interviews receive media training and have approved talking points to cover.
• Plan events in keeping with your organization's mission statement. Examples: a time capsule, poster or essay contest, marathon, concert, open house, or gala.
• Invite people from other nonprofit organizations to a dinner at which you honor those who have made a difference in your community.
• Produce a slide show or video highlighting your organization's accomplishments.
• Partner with organizations whose missions are in concert with yours. Plan joint events, and leverage resources. Tie into existing programs and events.
• Assemble a mini-museum of vintage products and photos.
• Produce a video with members sharing their favorite association memories.
• Have key leaders make predictions for the future years. (Example: 50 Predictions for 50 years)
• Use the Anniversary as a reason to showcase where your association plans to go in the future – include information on your strategic plan.  

Meeting Debrief

Before the Debrief 

Schedule the committee debrief within one month of the event’s conclusion. At least two weeks before the planning meeting, send each member a list of questions to answer prior to the meeting.  

Example 

List what you feel worked well, what needs improvement and what additions should be made for the below activities: 

• Pre-Event Planning 
• Event Communications 
• Pre-Registration 
• Registration Onsite 
• Speaker Management 
• Receptions 
• Hotel/Travel 

Prior to the meeting, identify a recorder so that the committee chair can lead discussion and ensure minutes are being taken.  

Meeting 
During the meeting, share the high-level results of the attendee, speaker, and volunteer evaluations. Next, discuss the committee’s answers to the questions provided beforehand. Be sure all members have a chance to share their opinion. Lastly, identify 1-2 people to analyze all the information received and prepare a formal list of recommendations for next year’s event. Present recommendations to the full board. 

Tracking and Analyzing Data 
Accurate data analyzed in an understandable format helps your committee improve events on a yearly basis. At the conclusion of the event, compile the qualitative feedback (evaluations, committee debrief) along with the quantitative data. Save this information in an easy-to-access file for next year’s committee. 

The quantitative data that will be most helpful in improving future events is 

• Registration numbers – include a breakdown of members versus non-members vs students, paid versus complimentary registration, new attendees versus return attendees, number of attendees who canceled, etc. 
• Registration trends – outline registrations by week 
• Budget & final costs – reconcile budgeted to actual numbers 
• Food and beverage – number attendees vs amount of food ordered