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Doing Business in an Academic World and Loving It! (Conference & Event Planning). Thomas A. Matlock, CGMP Executive Assistant to the Dean College of Business Administration California State University, Sacramento. Dollars & Sense. Smart Budgeting Practices for your Conference or Meetings.
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Doing Business in an Academic World and Loving It!(Conference & Event Planning) Thomas A. Matlock, CGMP Executive Assistant to the Dean College of Business Administration California State University, Sacramento
Dollars & Sense Smart Budgeting Practices for your Conference or Meetings
What’s It Groining to Cost Me? • What’s my funding source? • Sponsorships • Self Support Dollars • State Dollars (limited funded) • Once I’ve confirmed my funding sources I proceed with a timeline for the event.
Timeline • Meeting Planning Timeline Six to Twelve Months Out • Once you decide to have meeting • Determine who will attend, including students, local guests and VIPs • Select several possible meeting dates and sites • Be sure to keep in mind national and local holidays, events, weather conditions and accessibility issues. For example, you might not want to have a meeting in Philadelphia at the same time as the Republican National Convention. • A real life situation – two nights ago; I hosted 50 Sacramento Business Leaders with wine and appetizers and a special meet and greet with Cokie Roberts, an Emmy Award Winning journalist and a contributing senior news analyst for NPR as well as a regular roundtable senior analyst on current issues. Scheduled on Caesar Chavez Holiday, a state wide holiday. The special photo opt, meet and greet was a success as well as over 2800 others in attendance.
Site Venue • Contact all potential sites to host your event. • Alumni Center • University Student Center (Ballroom) • Off campus • Based on the type of event - conference, meeting, social or educational lecture • Visit potential sites and take notes • Consider distance for attendees to include consider distance from airport if applicable • Select potential sites and, if feasible, obtain referrals. • Finally confirm site location and follow up with venue site staff. If using a Request for Proposal (RFP) identify all of your needs on the RFP and forward it to the hotel (if this is the site location). • Once your needs are placed into a contract, review and initial the contract then forward to your university Procurement Office for final review an approval.
Timeline Continued……. • 2) Four to six months out Inform potential attendees of the meeting’s date and location via brochure, letter or e-mail. Announcements and registration forms should advise individuals to self-identify any special needs in advance, including but not limited to dietary needs, food allergies and whether accommodations are needed. • 3) Three months out Determine the way each meeting room should be set up. Choose configurations appropriate to the activity and size of the meeting. To be safe, fax your set-up diagram to the hotel. Factor in extra space for attendees or participants with disabilities, wheelchairs or other mobility devices, guide dogs, interpreters and other service providers. • 4) One month out Send rooming list to hotel if hotel accommodations are needed. When reservations are made directly with the hotel, make sure correspondence goes out to participants, clearly noting that they are responsible for making their own reservations and the date by which they must be.
2008 – 2009College of Business Events • Faculty, Staff and Administrators Conference (twice a year) • Faculty Research Seminars (Monthly) • Sacramento Speaker’s Series (Monthly) • College of Business Executive Speakers Series (two per semester) • CBA Annual Awards Banquet • CBA Commencement Ceremony (spring/fall) • CSU Business Deans Conference (spring/fall) • CBA Cultural and Community Events – • Chartered Financial Analyst (CFA) Annual Forecast • CBA Annual Golf Tournament • CBA Annual Picnic • CBA Annual Winter Social • Martin Luther King, Jr. Annual Prayer Breakfast
2007 – 2009College of Business Events • MBA for Executives International Study Tour • Honk Kong, South Korea • Singapore, India • Dubai (United Arab Emirates) and Istanbul, Turkey • Brazil and Argentina (New York and Washington DC) - Nov 2009 • Macau (November 2009) • Moscow
2007 – 2009College of Business Co-SponsorshipSacramento Speaker Series Sally Ride Madeleine Albright Bill Cosby Mary Matalin and James Carville Doris Kearns- Goodwin RichardDreyfuss Lilly Tomlin Paul Root Wolpe, Ph.D
2007 – 2009College of Business Co-SponsorshipSacramento Speaker Series Cokie Roberts March 31, 20097:00 pm – VIP/Special Meet and Greet 8:00 PM – Show Time Emmy Award Winning journalist and news analyst for NPR
Dubai – Then and Now Downtown Dubai 1990 Downtown Dubai -2008
Dubai Palm and World Islands Upon completion, the resort will have 2,000 villas, 40 luxury hotels, shopping centers, movie theaters, and many other facilities. It is expected to support a population of approximately 500,000 people. It is advertised as being visible from the moon.
The Atlantis Hotel Dubai Mall with indoor Ski lift – Ice bar (-10 degrees)
Istanbul – Corporate Site Visit Bosphorus University, Istanbul MBA for Executives
The Asian side of IstanbulBosphorus Sea Connects to the Black Sea
EMBA Study Tour Photos http://cbaemba.smugmug.com/ • Request for Proposal (RFP) • Copies of this slide presentation • My contact information: matlockt@csus.edu or (916) 278-6942 • SGMP • The Society of Government Meeting Professionals, is part of a national organization dedicated to improving the knowledge & expertise of individuals in the planning and management of government meetings through education, training and industry relationships. • Society of Government Meeting Professionals – Southern CA. – (San Diego Chapter) http://www.sgmpsd.org/
Finally a Note of Caution ! Keep all alcoholic drinks aware from Santa’s Elf's when hosting a Winter Social, do not allow your elf's to participate in the spiked punch. They will ATTACK Santa every time.!
