Food and Venue Coordinator

Month 1

• Contact local hotels for room availability and rates for your preferred conference date.
  • Contact Science Atlantic (conferences@scienceatlantic.ca) for a list of accommodations previously used at conferences on your campus (if available).

  Note: If availability is limited for your chosen dates due to co-occurring events (a sports tournament or convention), consider changing your conference date.

Month 2

• Visit the short list of possible venues (campus spaces, hotels) and obtain quotes. Use the Conference Space Planning Worksheet to know which venue(s) will best suit your needs.
  Note: If using a hotel for the conference venue, delegate accommodations, meeting rooms, and meals should all be negotiated before choosing a hotel. Often, hotels will provide complimentary meeting rooms depending on the number of delegate hotel rooms booked and/or meals served. Having all your business with one venue can sometimes provide cost savings.
• Use the Food and Beverage Planning Worksheet to determine food and beverage requirements; obtain quotes
  Note: It’s commonly required you use the food and beverage services of the venue. Food and beverage will have a big impact on your budget so be sure to take this into account when selecting your venue.
• In conjunction with the Treasurer, confirm meeting space costs. Many universities are able to waive campus meeting room rental fees or provide rooms free for student use. Use the “Room Fee Waiver Request” letter for support in negotiating meeting room use. You may need the support of your Dean for your request.
• Follow the Science Atlantic Alcohol Policy when planning your events.

Month 3

• Select hotel, reserve room block and obtain written contract.
  Note: You are reserving a block of hotel rooms for delegates to make their own reservations and payments. Ensure that your contract does not make you responsible for costs if the rooms are not fully booked or paid for.
• Provide reservation information to Webmaster to post on website.
• Book any necessary on-campus accommodations.
• Discuss A/V requirements with venue or determine if AV can be run by conference organizers. Provide quote to Treasurer.
• Confirm menus for meals, breaks, and banquet. Determine cost per person for each using the Food and Beverage Planning Worksheet; obtain written contract.Click here for more information

Month 4

• Arrange for rental of poster display boards if necessary. Contact Science Atlantic for previous poster contacts on your campus.
• Provide quote to Treasurer.

Month 7

• Determine how many meeting/presentation rooms you will need. Refine conference venue contract as necessary.
• Do a second walk through of conference venue and draft meeting rooms and floor plan.Click here for more information
• Confirm A/V
  • Book A/V requirements through venue.
  • If conference organizers will be providing A/V equipment, confirm pick up location.
  • If A/V will be run by organizers, identify a volunteer to be responsible for A/V. This person will ensure equipment is available and working, assist presenters with their presentations, ensure the equipment is kept secure when not in use, and return it to the owner at the end of the conference. It is a good idea to have this person’s phone number.

Month 8

• Book any required security. The venue will know if this is to be booked separately. Provide quote to Treasurer.
• If necessary, rent tables/linens and provide quote to Treasurer.
• If necessary, obtain contract for poster board rental.

Months 9, 10, and 11

There are no applicable duties for this role during the selected time period – feel free to get a head-start on upcoming tasks!

1 Week Before

• Confirm total number of attendees with Chief of Public Relations. Finalize catering numbers.
• Review venue requirements with hotel/campus contact.
• Confirm delivery of poster boards.

During Conference

• Ensure registration tables and meeting rooms are set up according to floor plan. Clarify last minute modifications with venue.
• Ensure A/V volunteer/staff is on site and A/V is set up.
• Ensure water is available for keynote speakers.
• Set up poster boards.
  • Identify 1-2 volunteers to be on hand to help students.
  • If posters are to be grouped by theme, post student names at each poster space
  • Have several packages of tacks or tape on hand (whichever material is required for the type of poster board)
• Grad Fair/Trade Show (optional)
  • Ensure tables, skirts, and chairs are set up according to plan and that companies are assigned to each table
  • Secure adequate extension cords, etc. are available for those who need power
  • Ensure Grad Fair/Trade Show Coordinator is on-site to greet participants. The coordinator will do the remaining tasks.

1 Day After

• Return rented equipment: poster boards, A/V equipment, etc.
• Check for any lost and found items, contact registrants of items found

1 Week After

• Thank the venue. Identify any issues (this should be done as needed, not just at the end of the conference).
• Review bills from suppliers and provide to Treasurer for payment.
• Write up recommendations for inclusion in final report.