Volunteer Centre of Southeastern New Brunswick | Host/coordinate your community event

GENERAL INFORMATION
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Organization *mandatory:

Representative* (mandatory)

Conference Coordinator may be responsible for the following tasks or custom designed. Please indicate requests for coordination of services

Coordination of registrants including the following:
preparation of pre conference materials (hard copy and on-line) with an Organizing Committee
to confirm conference agenda/brochure with an Organizing Committee
mailing/faxing/e-mailing of conference materials
confirm workers for registration area
keep records of conference attendees and fees in cooperation with Organizing Committee
to compile delegate kits

Coordination of accommodations and food including the following:
reserve hotel rooms (if necessary)
arrange nutrition breaks
liaise with the conference site on number of participants to expect for all meals
to secure any arrangements for special diets

Coordination of media including the following:
to maintain up to date list of media contacts
to prepare and distribute press release
to circulate press release to media representatives at conference site
to maintain a print file of media coverage

Coordination of local social activities/ hospitality including the following (if necessary):
arrange for entertainment if necessary
arrange for opening ceremonies/master of ceremonies
arrange banquet decorations, menu, etc.

Coordination of exhibits/kiosques (if necessary):
to determine location of displays at conference site
to confirm exhibitors
to arrange for necessary equipment needs

Coordination of Translation:
will confirm translation of any conference materials; the Volunteer Centre has access to a qualified translator. (Note: cost of translation to be determined at signing of contract).

Coordination of transportation needs including the following [if necessary]:
to arrange rental vehicles for shuttles from airport
to work with RCMP
to arrange for transportation to off site visits

Evaluation and Final Report
Coordination and preparation of Conference Evaluation and Final Report

Note: Conference Coordinator can be contracted for an administration fee of secured budget; administration fee to be determined by Volunteer Centre of Southeastern New Brunswick. (administration fee would reflect if conference is local, provincial or national).

Note: Volunteer Centre of Southeastern New Brunswick Inc. and Conference Organization will receive all original copies of signed contracts.

CONTACT INFORMATION
Address or P.O. Box

City

Province

Postal Code

Phone* (mandatory)

Email* (mandatory)

Website

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