NC_2014 Convention Committees and Activity - Convention Activities and Task Assignments

Sep 13, 2026

The document outlines convention planning, assigning core teams and their operational duties for a conference under NC_2014. It details the planning charter, scheduling, meeting cadence, sponsorship coordination, keynote and speaker management, theme and program development, and rehearsal briefings. It also covers budget preparation and sponsor categories, marketing and guest facilitation with transportation and public relations, social program logistics, audio-visual and production equipment procurement, and on-site delegate registration, information management, databases, name badges, signage, and reporting.

LanguageEnglish

CategoryGeneral

FormatPDF

Pages4

Reading Time2 min

AccessFree to download

Convention Activities and Task Assignments

1. The Planning

2. Accounting/Budget Team

3. Local Marketing and Guest Facilitation

4. Social Program/Entertainment Team

5. Audio Visual, Production and Staging/IT

6. Delegate Registration and On-site Management

Convention Activities and Task Assignments 1. The Planning: Sessions/Keynote Speakers/Presenters/Workshop Facilitators Search and Organizing Team: (Lyungai Mbilinyi, NC Team, Joel Mburu, Lemmy Meekisho, Fredrick Mjema, Charles Musiba) ● Develop Convention Planning Charter ● Solicit volunteer for the planning team and assign roles of individual members ● Confirm the planning activities ● Draw up an activity schedule to include all tasks to be undertaken by whom, and provide timelines ● Arrange regular meetings with the planning team and track progress ● Oversee and coordinate sponsorship invitation, confirmation, payment, and travel ● Invitation of keynote speaker ● Identify conference Chairman ● Determination of topics ● Invitation of speakers and presenters ● Confirm speakers/presenters together with objectives for conference ● Request speaker/presenter bio, summary of speech and AV requirements ● Co-ordinate contents of speakers presentations ● Check all speakers have registered ● Arrange travel, catering and accommodation for speakers ● Appoint facilitators to chair sessions ● Produce speaker material for delegate packs ● Rehearsals and Chairman's briefings ● Develop the conference theme and program ● Clarify the aims and objectives ofthe conference ● Set objectives so speakers know what the conference is aiming to achieve and delegate expectations are met ● Prepare content and timings for conference program 2. Accounting/Budget Team: (Emma Kasiga, Jane temu, NC Members) ● Prepare the conference budget. ● Set appropriate sponsorship categories ● Identify sponsors and solicit sponsorship ● Payment of suppliers. ● Preparation of final set of accounts. . 3. Local Marketing, Guest Facilitation Team/ Meet and Greet/Transportation and Public Relations Team: (NC Member, Kurwa Nyigu, Oliva Kavishe, NC Members) ● Sponsorship: Draw up sponsors proposal to identify the ways in which they will benefit from supporting the event ● Promotion of the Conference: Identify ways of promoting the conference via various channels; websites, mailing lists, telephone calls, visits ● Confirm accommodation or provisional hold of hotel allocations ● Confirm that the facility can provide all the necessary meeting rooms and equipment to accommodate the conference program ● Provide meet and greet service at the airport ● Produce file of useful tourist and travel information for delegates ● Arrange courtesy transport to and from airport ● Arrange courtesy transport to and from the conference venue/hotels 4. Social Program/ Entertainment Team: (NC Member, Jane Temu, Crispin Semakula) ● Prepare suitable program of social activities for delegates and partners to include drinks receptions, ● Confirm sponsored conference dinners, and post conference program ● Confirm all arrangements snacks, drinks and entertainment to the conference venue 5. Audio Visual, Production and Staging/IT/ Provision of all Necessary Equipment Team: (NC Team, Oliva Kavishe, Emma Kasiga …..) ● Decide on what equipment is required for the production and staging of the conference. ● Book audio-visual requirements and arrange as necessary: ○ Set, screen, staging, lectern ○ Projection equipment ○ Audio ○ Lighting ○ Any other visual aids such as Video recording, Still pictures etc ○ Once AV requirements have been identified draw up an AV production schedule; Other equipment as request by other teams ● Computers and printers with Internet access ● Posters and exhibition boards. ● Photocopiers ● Faxes ● Conference phone lines ● Registration desks 6. Delegate Registration/Information/Requirement and Management on Site Team: (Joel Mburu, Jessica Che-Mponda, Lyungai Mbilinyi,) ● Set up online registration ● Set up dedicated phone lines and e-mail addresses ● Send out registration details and handle delegate inquires ● Register delegate details onto database ● Send out con

FAQs

What responsibilities are included in the Planning team for the convention?

The Planning team develops a planning charter, assigns roles, confirms activities, creates an activity schedule with timelines, tracks progress through regular meetings, coordinates sponsorship invitations and confirmations, and manages keynote speakers and speaker objectives. It also handles theme and program development, conference aims, delegate expectations, and rehearsal/briefings.

What tasks does the Accounting/Budget team perform?

The Accounting/Budget team prepares the conference budget, sets sponsorship categories, identifies and solicits sponsors, manages supplier payments, and prepares the final set of accounts.

How does the on-site team handle delegate registration and information management?

The team sets up online registration and dedicated phone/email lines, sends registration details and handles inquiries, registers delegate data into a database, and issues confirmation instructions including maps and directions. It produces name badges and delegate lists, updates records for no-shows/substitutes, supports the conference website content, and provides information packs, signage, office setup, and ongoing delegate query handling.

Sep 13, 2026

Upload by Ava Thompson