Planning a State Convention

Lucian B. Taylor, A. Vonnie Colvin, Steve R. Parker

Research output: Contribution to journalArticlepeer-review

1 Scopus citations
Original languageEnglish
Pages (from-to)25-28
Number of pages4
Issue number1
StatePublished - Sep 1 1999

Bibliographical note

Funding Information:
Funding The convention manager should establish a budget and solicit funding from the department, college, and/or a private donor. The budget should be established based on refreshment cost, service charge for refreshments, printing of invitations, postage, and state sales tax. Once the budget is approved by the faculty and! or college, the reception manager should obtain written confirmation that the funds will be available and who will be responsible for paying the bill. Time (Starting and Ending) Starting and ending time of a reception will depend on room availability prior to the function; the time of the final conference session of the day; and other planned conference functions. Location The hotel's convention brochure will contain the seating capacity for each room. This will be broken down into arrangements that are for a banquet, classroom, or theater. This will assist you in making room assignments. Invitations The reception manager should develop a draft of the invitation for faculty examination. Also, the faculty should decide on a guest list. The list should include alumni, conference officers, department chairs, college deans, special convention presenters, etc. Once the invitation format and the guest list are approved, the final invitation draft should be sent to the printer at least one month prior to the conference. Also, addressJabels and envelops should be prepared so invitations can be mailed at least three weeks prior to the reception. This three week window allows enough time for the invitation to be delivered; the recipient to respond; and the reception manager to obtain an accurate count for the catering manager. Refreshments Two weeks prior to the function, the reception manager should make final refreshment arrangements with the hotel's catering manager and sign a banquet event order contract. The contract should include the cost, starting and stopping times, reception location, menu, and room set-up (Some hotels vvill allow you to reduce or increase an order 48 hours prior to your function date).

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ASJC Scopus subject areas

  • Orthopedics and Sports Medicine
  • Education


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