Be sure to keep accurate records of all the contacts you have had with the special presenters, the conference participants, Word or Excel files will work nicely for this, and all individuals or organizations that have provided goods or services to the conference.  These records will not only help keep everyone organized and help to ensure nothing is missed, but the information contained in them can be used to generate thank you letters and name tags later on. They are also useful for the tracking of people before and during the conference – accommodations, if they are attending the banquet, transportation requirements, special requests/needs, etc.

It is a good idea to keep all associated hard-copy documents within the same file docket, and electronic documents in the same file as the applicable databases.  For example, the Donations database should be accompanied by copies of all donation letters sent out, copies of all replies, and copies of all correspondence between TRU and the companies – both written and electronic (so save your e-mails to a file).  This is similar to the Guest Speaker and Participants databases, but for these it is a good idea to save copies of biographies, abstracts, pictures, and papers.  If you have many participants it is very easy to loose papers or other important information.  You may also want to print out the electronic files as another backup.

For all information on a computer be sure to create multiple backups, and to backup the data regularly.  This can be done by saving the information to a removable hard drive, to disk, or onto e-mail.  A computer crash could not only make TRU appear unprofessional, but it could also delay the conference organization by months if the files were not properly maintained.

The conference databases or files should contain the following:

Donations Database:

• Company Name 
• Requested Donation 
• Contact Dates 
• Details of Contact 
• Contact Person 
• Result

Guest Speaker Database:

• Name 
• Contact Person Information 
• Contact Dates 
• Details of Contact 
• Result 
• Accommodation 
• Transport (to and during the conference) 
• Notes 
• Finances (paid and required)

Abstract or Paper Submissions Database:

• Author Name 
• Title 
• Inclusion in the Conference Publication
• Yes or No 
• Reject or Accept

Participant Database(s):

• Name 
• Contact Person Information 
• Presentation Title 
• Attending Banquet  - Yes or No
• Attending Field Trip - Yes or No
• Accommodation and Transport 
• Special Requirements 
• Fee Payment    

This section, as the most complex database, could also include a space for recording who has submitted a media release form or not.

Goods and Services Providers Database:

• Goods or Service 
• Provider 
• Contact Person Information 
• Contact Dates 
• Details of Contact

Fundraising Database:

• Source 
• Contact Person Information 
• Important Dates (Application Deadlines) 
• Dates of Contact 
• Details of Contact 
• Amount Requested 
• Amount Received

Financial Expenses Database:

• Purchase 
• Cost 
• Product Use 
• Contact Person Information 
• Payment Method 
• Payment Date

Table of Contents

Back to Top