4. Event Logistics: Forestry Outreach Education Office

1. Select location and facilities to meet program needs (screen prospective venues, negotiate fees and services, reserve meeting rooms and, if applicable, lodging rooms, ensure processing of contracts, etc).

2. Develop event budget in coordination with event leader. Request an event Index from the College of Forestry Business Office.

3. Design logo and graphics for use in promotional material, signs and web page.

4. Prepare and distribute announcements (journal announcements, program notices, flyers, posters, etc.). (see Appendix k pdf file)

5. Prepare and distribute “Call for Posters” if desired (this may be done concurrently with other promotional literature distribution.

6. Obtain information on the area around the venue (lodging, restaurants, maps, transportation, points of interest, etc.).

7. Assist in speaker and moderator travel arrangements (transportation, lodging, parking, etc).

8. Arrange exchange of Memoranda of Understanding with co-sponsors if appropriate.

9. Manage registration (maintain enrollment data base; monitor enrollment, cancellations and substitutions; prepare and send confirmation notices with directions to conference and related details; maintain waiting list; prepare nametags; receive registration funds; provide registration assistance at event such as walk-ons, fund collection and distribution of conference materials; etc). Periodically inform event leader of registration numbers and work with event leader in determining whether there are sufficient enrollees to warrant proceeding with event.

10. Collect abstracts, papers, biographical sketches and other materials intended for assembly into event booklet or binder. (see Appendix j pdf file)

11. Produce event booklet, proceedings or other hand-outs (abstracts, extended abstracts, papers, bios etc.).

12. Arrange and provide on-site logistical support for, but not limited to:
    Meeting room layout, climate control and lighting
    Audio-visual equipment reservation
    Registration area
    Meal, banquet, reception and refreshment catering
    Transportation and parking
    Hospitality, rehearsal, vendor and poster space and utilities
    Distribution of hand-out material
    Field trip transportation
    Familiarize speakers and moderators with A/V equipment

13. Identify and accommodate special needs (interpreters, press conferences, facilities for promotional literature and book sales, disabled access, special diet meals, first-aid/medical, child care, security, etc.).

14. Secure event assistance (hosts, registrars, media specialists, vehicle operators, A/V operators, etc.).

15. Facilitate speaker honoraria if needed.

16. Collect event evaluation forms and compile evaluation information.
    

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