OHTA CONFERENCE PLANNING CHECKLIST

 

 

This checklist is arranged in the normal order of planning a conference.

Documents (pro-forma letters, spreadsheets, etc) relating to individual parts of the process, where available, are listed at the end of each section on the right.

OHTA Conference Planning Checklist.docx

 

INITIAL PLANNING

• Agree on dates for the conference. Normally second week of Victorian school holidays, which coincides with the first week of NSW school holidays.

• Determine whether there is to be a THEME for the Conference, and/or whether individual organs should be visited for particular reasons.

• Determine whether there is to be an INTERNATIONAL VISITOR, and how he/she might contribute.

• Plan a schedule of papers and/or panel discussions relevant to the theme(s), and possible presenters. This can become a 'working document' that is updated as the planning proceeds. NOTE: each conference should produce a corpus of PAPERS for publication in OHTA News.

• Propose list of VENUES to be visited, allowing for geographical convenience, and avoiding duplication with previous conferences where possible.

• Propose possible RECITAL venues (lunchtime or evening) and possible recitalists.

 

DRAFT ITINERARY

• Draft an ITINERARY document that becomes a 'working document' that is updated as the planning progresses. This avoids having too much detail recorded in Minutes.

• Limit the list of VENUES to a maximum of five per day. Allow a maximum of 50-60 minutes at each venue, including 10-15 minute demonstration (with hymn).

• Variety can be achieved by combining organ visits with papers and/or recitals and/or free time and/or non-organ-related activities. Possibly suggest 'optional' activities where there is free time.

• Minimise walking requirements, especially in view of the age of participants.

• Plan time and venue for AGM (approx. 45-60 minutes), to be held in the first couple of days. If in association with an organ visit, omit OPEN CONSOLE.

• Plan time and venue for a COUNCIL MEETING (up to 3 hours), which must be held after the AGM. Not to be scheduled on a Sunday morning, or at the end of a long day. Preferably on a morning or afternoon when other participants have free time. Possibly follow with a concert (either lunch-time or evening) to bring all participants together.

• Finalise proposed venues for recitals, and invite specific recitalists. Budget for fee of $300 for a 30-minute recital.

• Appoint a contact person from the planning committee for each venue. Details to be recorded on a spreadsheet.

• Initial venue enquiry letters to be sent, where necessary to include possibility of paper/presentation in same or adjacent venue.

 

CONFERENCE 2017 DRAFT ITINERARY.docx

CONFERENCE 2017 VENUE CONTACTS SPREADSHEET.docx

CONFERENCE 2017 Venue Initial Enquiry.docx

CONFERENCE 2017 PAPERS & PANEL DISCUSSIONS.docx

 

 

ACCOMMODATION

• CBD or central hotel. OHTA may negotiate an agreed conference rate, and date by which arrangements will cease. Arrangements (including booking and payment) to be made individually by participants.

• Country accommodation (as required), normally included in the conference fee. Preferably in one venue, with breakfast included.

 

CONFERENCE 2017 Group Accom.Agreement.pdf

 

TRANSPORT

• Coach requirements for daily transport. Obtain quotations (48-seat or 57-seat)

• Use of Public Transport where appropriate - needs clear instructions.

• Bus Requirements for country travel – (48-seat) bus with two doors & toilet.

• Ask bus company whether a Defibrillator is available.

 

MEALS

• Budget for one 3-course conference dinner to be included in the conference fee. Recommend that initial bottles of wine be supplied with this.

• Determine how many lunches, if any, are to be provided.

• Specify 'own arrangements' where necessary.

• Allow for one morning or afternoon tea each day, not both.

• Specify where church or venue will provide refreshments (at cost to OHTA, and to be requested in initial venue letters).

 

STUDENT BURSARIES

• Allow for up to 6 student bursaries, to include accommodation/breakfast, coach travel and conference fee.

• Advertise through teachers or to students directly. Develop a mechanism for this.

• Organbuilding apprentices to be considered.

• Recipients of bursaries expected to provide one or more demonstrations.

 

CONFERENCE 2017 Student Bursaries Invitation.docx

 

OTHER COSTS

• Printing of Conference Book, allowing for 200 copies. A4 size, using 80gsm for internal pages. Perfect bound. Colour cover.

• Hire of audio-visual equipment (data projector and screen, recording equipment and microphone) – needed for papers and/or panel discussions (see above). Ideally, designate a technical officer, who can set up and test the equipment in advance.

• Donations to churches/venues: 2017 rates - $500 for half-day; $250 for longer visits; $150 for shorter visits.

 

 

BUDGET

• Budget Spreadsheet to be prepared by the Treasurer, including all costs detailed above.

• Daily and full-time Rates to be determined, based on a minimum expected attendance.

 

CONFERENCE 2017 FINAL BUDGET ANALYSIS.pdf

 

CONFERENCE BROCHURE including BOOKING FORM

• Choose illustration (perhaps same as Conference Book)

• Programme summary.

• Booking arrangements for accommodation.

• Rates, including checkboxes for day rates, early bird/standard, and single/twin/double accommodation, student concession (full-time, under 25 years).

• Checkbox for Dietary requirements.

• Checkbox to indicate whether participant is wishing to play at 'open console' sessions.

• preferred name on Name Tag.

CONFERENCE 2017 BROCHURE draft three Mar 2017.docx

 

PUBLICITY

• Organ Societies: SOJ, Hunter District, Organo Pleno (Vic), OMSWA, OMSAdelaide.

• Overseas organisations: NZON, BIOS.

• OHTA News and Organ Australia.

• OHTA Website, including downloadable brochure.

• Facebook.

• External organisations (e.g. National Trust) with an interest in the programme.

• Explore possibilities in Asian countries.

 

CONFERENCE 2017 PUBLICITY as at February.docx

 

HYMNS

• Appropriate hymns to be chosen for singing at relevant church venues.

• Avoid using the same hymn on multiple occasions during the week.

• Conference Hymn Book to be compiled and printed.

 

CONFERENCE 2002-16 MASTER HYMN LIST.pdf

 

OPEN-CONSOLE ARRANGEMENTS

• Appoint a 'console steward' to co-ordinate open-console arrangements.

• Players to put their name on Open Console Players List, to be circulated daily.

• Order of players to be read out after the Demonstration at each venue.

• 5-minute time limit per player, where necessary.

 

AFTER THE CLOSING DATE FOR REGISTRATIONS

• Compile detailed accommodation list for any 'arranged' accommodation.

• Compile detailed 'daily attendance' list.

• Compile details of numbers requiring meals that are included in registration.

• Treasurer able to prepare html excel spreadsheet, indicating booking details such as name, address, room requirements, contact details including e-mails. Also indicates payments made.

 

CONFERENCE 2017 PARTICIPANT EMAIL ADDRESSES.docx

CONFERENCE 2017 CRESWICK ACCOMMODATION LIST.docx

CONFERENCE 2017 DAILY ATTENDANCES.docx

CONFERENCE 2017 LUNCH NUMBERS.docx

 

CONFERENCE BOOK

• Appoint co-ordinator of Conference Book (see also 'Other Costs' above), to include:

• Itemised conference programme.

• Clear instructions concerning coach departure times, and use of public transport.

• Standard list of OHTA office bearers (inside front cover).

• List of registered conference participants.

• Titles /synopses of papers.

• Seek advertisements by corporate members.

• Recital programmes (with biographies).

• Historical and technical documentation, normally including (i) a brief description of the building, (ii) brief history of the organ, (iii) current specification, (iv) normally one photograph, (v) footnotes clearly documenting sources of material, (vi) sources of photographs to be listed under each photograph.

• Provide a conference 'contact' number (mobile) for use in emergency during the conference. Suggest purchase of inexpensive mobile phone for the purpose, with pre-paid SIM card.

 

CONFERENCE BOOK 2017 draft 12 August.docx

CONFERENCE 2017 PROGRAMME as at 1 September.docx

CONFERENCE 2017 RECITAL PROGRAMMES.docx

 

CONFIRMATION LETTERS & ARRANGEMENTS

• Confirmation letter to Venues, where necessary to include use of local audio-visual equipment, availability of toilets, opening and closing arrangements.

• Letter to Presenters concerning timing, use of audio-visual facilities, panel discussions, etc.

• Confirmation letters to Participants (different letters for full-time and daily), advising place and time for registration, relevant transport arrangements, arrangements for lunches and dinners, the programme in general.

 

CONFERENCE 2017 VENUE CONFIRMATION LETTER.docx

CONFERENCE 2017 PAPER PRESENTERS LETTER.docx

CONFERENCE 2017 LETTER TO PARTICIPANTS full-time reg.docx

CONFERENCE 2017 LETTER TO PARTICIPANTS daily reg.docx

 

FINAL ARRANGEMENTS

• Make list of cheques/payments for presentation at each venues, and arrange to cheques to be written in advance.

• Prepare envelope, cheque, conference book and covering letter for each venue.

• Appoint an MC/Host for each day (or for each venue?), including various members of the planning committee. Suggest some co-ordination between initial venue letters and MC/Hosts.

• Provide a 'transport officer' with a list of 'expected' participants using coach and other arranged transport on a daily basis. Participants to be advised to inform the transport officer of any variations of arrangements.

• Devise a participant's Feedback Form, covering all major aspects of the conference, to be distributed with the 'welcome pack' at the start of the conference, with a request to return it by a specific date.

 

CONFERENCE 2017 VENUE LUNCH AND RECITALIST PAYMENTS.docx

CONFERENCE 2017 Donations Covering Letter.docx

CONFERENCE 2017 PARTICIPANT LABELS.docx

 

 

 

 

 

 

Victorian Conference Planning Committee
October/November 2017