Much of the information or objects which can be included in a mailed information package can be posted on-line in a separate section of the website (Participant Information). 

In addition to on-line, some of this material can also be made available to the participants upon arrival at the conference.  It will never fail, many presenters will forget the important information at home, so it is prudent to produce copies of everything to give out in person.  However, any parking passes or transit passes may have to be sent out ahead of time to ensure the people receive them prior to traveling to Kamloops.

Information which can be included:

• Parking (including a map, TRU parking regulations and contact numbers), Public Transportation options
• Bus route maps and schedules
• Rental car contacts
• Taxi company contacts
• Driving directions to the event or accommodations
• Accommodation options
• Conference program
• Information on the city of Kamloops
• Individual presentation times
• Name tags
• Donated gifts such as restaurant coupons
• Parking permit if one was purchased
• Bus passes if they were purchased
• Details on transportation from the airport/coach station/train station to the hotel.  Will the person need to take public transit, rent a car, take a cab, or be picked up.
• Details on transportation from the hotel to the conference
• List of frequently called numbers in Kamloops and at TRU

When to Distribute:

There are a number of options to determine when to distribute/make available on-line the participants’ information packages, and it is primarily determined by the package contents.  For example, if the packages contain details on possible accommodation options they need to be made available sooner than if they only contained details which were pertinent to the conference itself not to trip planning.  However, at the latest the packages should be sent out one month prior to the conference. 

Table of Contents