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Allen Center Walkthrough Form (.doc)
 
 
 
 
 
 
 
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Tips for Logistics

The logistics co-chair is responsible for ensuring that the conference runs smoothly.  This person will work closely with each co-chair and with the Special Events (SE) Coordinator to ensure day-of success.  Additionally, this co-chair will recruit all volunteers.
 
Quick Tips for Conference Logistics

  • Schedule a weekly meeting and reserve a room for conference committee to meet throughout the planning process—See Beth Welter in the Student Affairs Office. This may also be done by the overall co-chair, so establish who will be responsible for it.
  • Create logistics timeline and plan
  • Determine logistical needs of each chair and speaker, identify number of volunteers for each item on the conference agenda

Venue
For conferences at the Jacobs Center and the Allen Center, the SE Coordinate has reserved your space for you.  Additional details are below.   If you have been approved to have your conference off campus, the venue must be approved by Dean Langewisch.

Speaker Dinner

  • The speaker dinner occurs the evening before the conference and is designed to be an intimate thank you and welcome event for speakers.
  • Invitees may include all speakers and moderators, 2nd year students on the executive committee and Kellogg administrators including faculty advisors, the SE Coordinator, and CP contact.  1st year panel leads and logistics liaisons may be added to the invite list if they have a speaker in attendance.
  • Consult SE Coordinator for information on venues and past menus.
  • Dinners typically cost $45-$55/person including food and alcohol, with a maximum of $65/person allowed per NU policy. Speaker dinners will be paid by SE Coordinator using a P-card.
  • Venues should be secured at least one month before the conference.
  • Any contract or form from a venue requiring a signature must be signed by an authorized Kellogg administrator. A minimum of 2 weeks lead time is required, and the SE Coordinator will help facilitate this process including the Alcohol Policy documentation required for the event.

James L. Allen Center Conferences
Logistical Needs Overview

  • As your team begins to develop your schedule be sure to keep the following in mind:
    • Number of classrooms available.
    • Number of breakout rooms available.
    • Lunch is at 1:00pm – due to other events occurring at the Allen Center and the size of the conference, the Allen Center cannot accommodate earlier lunches.
  • Walk through – schedule a walk through with the SE Coordinator, your logistics team and Allen Center no later than 2 weeks before the conference.

The Walk-Through – 2 Weeks Before the Conference

  • Walk-through is scheduled two weeks prior to the conference to facilitate all logistical details, including:
    • Secure tables for registration, table skirts, etc.
    • Confirm signage
      • Banner placement
      • Easels for posters
    • Confirm rooms and locations
      • Break out rooms
      • Lunch location
      • War room for co-chairs volunteers
      • Speaker room
      • Restrooms
      • Room design and seating (if applicable – classroom, u-shape, theater, etc.)
    • Audio/Visual needs
  • Cordless microphone for speakers
  • Table-top microphones for panelists
  • Tabletents for panel speakers
  • Podium for keynote speaker
  • Flip charts, easels, etc.*
  • Lap-top PowerPoint presentation*
  • Water, glasses, etc. available for speaker

* Note: Be sure to get these logistic needs from the Speakers Committee.

1 Week Before Conference

  • Confirm room assignment with the SE Coordinator.
  • Reconfirm the time assignments of the deans who may be introducing your conference.
  • Work with marketing co-chair to confirm that all banners are ordered and will be delivered the day before the conference.
  • Schedule a meeting with SE Coordinator a day or two before the conference for a final touch-base.

Jacobs Center Conferences
Logistical Needs Overview

  • Confirm classroom needs for the conference with SE Coordinator.
  • Discuss the logistics with SE Coordinator on a continuous basis.
  • Complete a layout map for the set-up of the Jacobs Center. Request template from SE Coordinator.
  • Schedule a walk/talk-through for your logistics team with the SE Coordinator and Jacobs Center Staff.

The Walk-Through – 2 Weeks Before the Conference

  • Walk-through is scheduled two weeks prior to the conference to facilitate all logistical details, including:
    • Secure tables for registration, table skirts, etc.
    • Confirm signage
      • Banner placement
      • Easels for posters
    • Confirm rooms and locations
      • Break out rooms
      • Lunch location
      • War room for co-chairs volunteers
      • Speaker room
      • Room design and seating (if applicable – classroom, u-shape, theater, etc.)
    • Audio/Visual needs
  • Cordless microphone for speakers
  • Table-top microphones for panelists
  • Tabletents for panel speakers
  • Podium for keynote speaker
  • Flip charts, easels, etc.*
  • Lap-top PowerPoint presentation*
  • Water, glasses, etc. available for speaker

* Note: Be sure to get these logistic needs from the Speakers Committee

1 Week Before Conference

  • Reconfirm room reservation with SE Coordinator.
  • Reconfirm the time assignments of the deans who may be introducing your conference.
  • Final counts for food service need to Diana Maul (i.e. number of people to be served-be realistic, confirm vegetarian food options, etc.).
  • Make signs for coat room (typically QSR) and the restrooms.
  • Train one person to be in charge of AV specifics for each room (if necessary) and have them meet with KIS off line before the conference.
  • Make signs designating break out rooms.
  • Work with marketing co-chair to confirm that all banners are ordered and will be delivered the day before the conference.
  • Meet with SE Coordinator a day or two before the conference for a final touch-base.

Parking
Saturday Conference Parking

  •  All campus lots are open to visitors and parking permits and shuttles are not necessary. 
  •  Include a link to a campus parking map on your conference website, indicate the lots nearest to the Allen Center and Jacobs Center.

Wednesday Conference Parking – Read this carefully!

  • Visitor parking is not allowed in the lot adjacent to JacobsCenter or Allen Center weekdays from 7:30am -  4:00pm
  • Discuss with SE Coordinator hiring an undergraduate student group to direct traffic and distribute parking passes.
  • All cars must park in the designated visitor parking lots and display a dated parking pass.  Those in violation will be ticketed, at the owner’s expense.
  • Be sure to inform attendees of parking information in advance.
    • Include in email registration reminder, along with campus map.
    • Post detailed information on your conference website.

Conference Day
At least 1 hour before registration begins:

  • Set up registration table with nametags and place attendee gift bags near check-in.
  • Place parking signs at key locations.
  • Make sure day-of conference agenda is posted (on an easel is easiest) near the entrance to the main conference room —do not tape up any signs in the Allen Center building.
  • Hang signs and agendas on easels: conference, parking directions, restrooms, coatrooms, panel rooms, schedules, telephones, etc.

Throughout Day:

  • Manage all volunteers.
  • Ensure programming occurs on time.
  • Be in contact with limo company to confirm pickups, drop-offs, and any last minute request changes.
  • Work with SE Coordinator to serve as general resource for speakers and attendees.

After last programming piece:

  • At the close of the conference, clean-up work room, panel/speaker rooms, registration area, and take down all signs and banners.
  • Coordinate with marketing chair to save and inventory any items (banners, name-tags, left over binders, etc.) that can be used for next year and have them delivered to SE Coordinator’s office for storage.  Throw away anything that is dated or has sponsor logos and cannot be reused.
  • Remember to pick-up all parking signs (with the parking sign stakes) and return to Student Affairs.