So you want to host an ILDA Conference

So You Want to Host an ILDA Conference guide

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!

Additional information

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!

Sample proposals and contract

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.

"So You Want to Host an ILDA Conference" Table of Contents

PREPARATION

WHEN
     TRAVEL
     VISA
     TAXES AND MONEY

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

GEAR
CREW COMMUNICATIONS
PEOPLE POWER

REHEARSAL

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

INTERNET
INTERNET CAFE OPTION

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

BUDGET

SUMMARY
     BOARD FEASIBILITY STUDY AND CD
     MEMBER PRESENTATION
     A FINAL NOTE

� 2004-2013 International Laser Display Association. All rights reserved.
No reproduction of text or images on this site is allowed without written permission of ILDA or other copyright holder(s). "ILDA" and the ILDA logo are trademarks of the International Laser Display Association.

ILDA WEBSITE AT-A-GLANCE

Most-used website pages

Home page
What's new with ILDA (latest news)
----------------------------
Become a Member (for non-members)
Become Accredited (for laser show companies)
Renew for this year (for Members)
Member Management website
Contact us (address, phone, etc.)
Safety links & articles

For laser show clients

Find a laser display company:
      Directory of ILDA Accredited Professionals
     ----------------------------
      Directory of ILDA Members, alphabetical
      Directory of ILDA Members, geographical
      Directory of ILDA Members, searchable database
      Members new & renewed for 2012
          2011 2010 2009 2008 2007
     ----------------------------
      Submit an inquiry about a specific project
      Why hire an ILDA-related company
      Contact ILDA

See our Members' work:
      Places to see laser shows
      Latest shows and projects
      New products and services
      Press releases from our members
     ----------------------------
     Sign up for Laserist list email
     ----------------------------
      Laser art book: "World of Manick Sorcar"
      Articles by and about ILDA

Why use lasers:
      Complete Guide to Laser Shows
     -----------------------------
      Why lasers?
      Atmospheric beam effects
      Animated graphics
      The show
     Technology

Consumer protection:
     ILDA Accreditation helps ensure qualifications
      ILDA Code of Ethics protects you
      Ethics Complaint Form (file a complaint)
      Ethics Complaint List (active complaints)
      What does it mean that a company is an ILDA Member?
     -----------------------------
     Internet and eBay fraud warning
      Safety links & articles
      Laser effects on cameras and camcorders
     -----------------------------
     Are you being harassed by lasers?
     For laser pointers:
        Safety warning: "DVD Laser Flashlight Hack"
        Laser Pointer Safety website

Inquiries and referrals (find a company, book a show, ask a question)

For all laserists

Become an ILDA Member
ILDA Pro (IAPLC) accreditation
-----------------------------
Laser Safety Officer course
Online Store website
ILDA mailing lists:
ILDA and Laserist mailing lists
ILDA BuySell mailing list
-----------------------------
Safety links & articles
Technical standards
Links to related sites

For ILDA members

Membership benefits:
      Networking
      Membership listings
      Annual Conference
      ----------------------------
      Use the ILDA Member logo
      Enter the ILDA Awards
      Receive inquiries
      ----------------------------
      Member Discount Program
    Insurance
     -----------------------------
      Help set standards
     Access to ILDA Standards
      -----------------------------
      Work on committees
      Ethics Committee
     Input to regulatory agencies
      "Self-help"

Member Discount Program
----------------------------
Ethics and business:
      Code of Ethics
      Code of Business Practice
      Code of Bus. Pr. FAQ
      Ethics Complaint Form
       -----------------------------
      Intellectual property tips
      2010 warning - OpenGL artware piracy

Accreditation & certification programs
      Overview
      Required elements
      "ILDA Professional" IAPLC program

Laser safety basics

About ILDA

Contact us
Permission to reprint ILDA material
----------------------------
What we do:
     Our mission
     Protecting the industry
     What does it mean that a company is an ILDA Member?
    ILDA's power and limits
     -----------------------------
     Articles by and about ILDA

Board, Executive Director & committees:
      Board and Executive Director
      Board duties
      Running and voting for the Board
      Committees
      Volunteer opportunities
      -----------------------------
     ILDA's power and limits

Our history:
     Founding meeting, 1986
     Founding Members, 1986
   ILDA timeline, 1986-present
     -----------------------------
     List of past ILDA Award winners
     List of past ILDA Conferences
     List of past Board members
     -----------------------------
     Current "What's new" page (for this year)
     Past "What's new" pages:
            2012 2011 2010 2009 2008
            2007 2006

The ILDA Conference

Nov 2013, Aalen, Germany
Future conferences

Previous conferences:
     2012 Nov., San Antonio, Texas
     -----------------------------
     2011 Nov., Moscow
          Post-conference report
     Pre-conference information:
          Overview, registration, attendees
     -----------------------------
    2010 Sept., cruise #2 from Miami
          Tim Walsh's diary
         Attendees
          Pre-conference information:
               Overview and registration
               Reservations and travel
     -----------------------------
      2009 June, Amsterdam
          Overview and photos
          Technology Workshop
           Pre-conference information:
               ILDA Member registration
               Non-member registration
     -----------------------------
     2008 Sept., cruise from Miami
            Post-conference report
            Tim Walsh's diary
            Attendees
            Pre-conference information:
                Overview
                Photo preview
                Reservations and getting there
                Conference registration
                Sponsorship opportunities
                Logo contest (deadline 6/30)
     -----------------------------
     2007 March, Heshan, China:
           About the 2007 Conference
           List of attendees
      2006 March, Rimini, Italy
      List of past conferences

About conferences:
Conferences: A general overview
Conference hosting guide

The ILDA Awards

2013 Award winners
2012 Award winners

Previous ILDA Award winners
     List of all artistic & tech winners
     List of all Career Achievement Award winners
    Winners by year:
                              2013   2012 2011
          2010 2009 2008 2007 2006
          2005 2004 2003 2002 2001
          2000 1999 1998 1997 1996
          1995 1994 1993 1992 1991
          1990 1989 1988

Awards overview
Judging guidelines
----------------------------
2013 entry forms
2012 entry forms
2011 entry forms
ILDA Award trophy photos (Members only)

The Laserist magazine