So you want to host an ILDA Conference

ILDA Member L. Michael Roberts has very generously put together a 46-page guide called "So You Want to Host an ILDA Conference." As you can see from the Table of Contents below, it contains details on all aspects of putting together a conference, from site surveys to the final evening's dinner.

The publication should be taken as a general guide and not as an absolute requirement. ILDA is flexible. For example, in recent years the number of days for the meeting has decreased from four to three. Also, the common use of solid-state lasers has made it easier to produce the Awards Banquet and Lase-Off in smaller venues without the power and water required for older ion lasers.

Michael's guide is excellent reading not only for those considering hosting, but also for Board members and others who might be selecting a Conference site. You can download Michael's document in Adobe Reader PDF format or in Microsoft Word format. Both files are about 1 MB in size.

ILDA is indebted to Michael for putting together this highly useful guide. Thank you, Michael!

The International Congress and Convention Association has published a guide for international meeting planners. Although intended for larger associations than ILDA, the guide still may have some good advice for potential ILDA conference hosts. Incidentally, Michael's So You Want To Host an ILDA Conference is listed in the links for the ICCA guide!

This page has a summary of the three 2007 proposals, side-by-side. It shows some of the factors which are considered when making a hosting decision. A detailed proposal submitted in support of China for 2007 is here, and the detailed proposal for South Africa 2007 is here.

A contract is required between the host company and ILDA. A sample contract is here, to give an idea of how responsibilities are shared.

WHERE
     HOTEL
          Trade Show ILDA meeting
          ILDA only meeting
          Accommodations for members
     CONFERENCE AND ILDA OFFICE
     ILDA OFFICE AND BOARD FACILITIES
          Internet
          Meeting/seminar rooms

LASEOFF AND AWARDS BANQUET LOCATION
          Laseoff
          Awards Banquet
     VENUE
     POWER AND UTILITIES

STAGING AND LASERS
     SOUND
     LIGHTING
     VIDEO
     SMOKE MACHINES
     LASERS

CATERING
     MEAL SERVICE TYPES
     PLATED SERVICE
          Plated Service Menu selection
     BUFFET SERVICE
          Buffet Menu selection
     MENU SELECTION TIPS
          Vegetarian
          Local delicacies
          Local serving customs
          Fish dishes

INFRASTRUCTURE
     TELEPHONE
     BUSINESS CENTER
     TV CHANNELS
     CHECK IN AND CHECK OUT
     AMENITIES
     TOURISM OPTIONS

SCHEDULING
     MEALS
     NETWORKING
     EVENT START AND END TIMES
          Day 0
          Day 1
          Day 2
          Day 3
          Day 4
          Day 5 Optional
     MEAL PLAN

SUPPORT AND EMERGENCY SERVICES
     AIRPORT SHUTTLE AND TRANSPORTATION
     PUBLIC TRANSPORT
     FIRE
     MEDICAL
     LEGAL
     CUSTOMS BROKER
     SPOUSE PROGRAM

SUMMARY
     BOARD FEASIBILITY STUDY AND CD
     MEMBER PRESENTATION
     A FINAL NOTE

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