Initial Considerations

This is a listing of suggestions, none of which are mandatory, that the International Master Gardener Conference Committee has prepared to help prospective sponsors of Master Gardener international conferences plan a successful conference. Major Activities  •  Suggested Timeline  •  Wrap-Up Return to Planning Checklist

Initial Considerations   Who will sponsor? (obtain written letters of support) Extension/University Master Gardener Association Corporate support sponsors Leadership and cooperation (Extension and MG Association) what part does each play? Who will be actual site administrator? Who does the mailings? Do it yourself or contract with a conference agency Can you use Extension penalty mail? How will adjoining states play a part? What facilities will you use for the conference? Availability Cost Capacity for numbers expected to attend Classrooms Auditoriums Access to transportation facilities Access to housing facilities Contacts to make: Political officials, governor, Mayor, Extension director, University dept. head(s) consult about conference plans secure letters of invitation  Conference center agency to provide assistance (private, civic, university) registration local interest information Estimates that need to be made: numbers expected to attend utilize attendance figures from previous three regional conferences numbers of paying attendees needed to meet or exceed costs cost of registration what will be included (meals, fieldtrips, workshops, manuals and/or handouts, gifts, bags, speaker fees, mailing, registration service costs, facilities costs, a/v rentals, seed money, % overrun) Planning workshop, or forum, for planning the conference - who should be included regional ECOP area representation (IMGC) supporting sponsors Extension staff Volunteers  What needs to be done in planning workshop decide on theme for conference committee development and timelines develop steering committee (chairs and co-chairs of committees) develop budgets for each committee - potential committees include: Publicity Registration Search for Excellence Program Trade Show Recognition/Awards Meals Tours Decorations Special Events Hospitality Souvenir Store develop schedule of planning events, flowchart timeline obtain/compile mailing lists determine what activities will be provided, i.e., tours, trade shows, special events determine what regional events will coincide, pre/post activities decide who this conference is planned for - Master Gardener and spouse or guest Decide on: trade show open to the public? radio shows at trade show? possible separate fee for trade show entrance other gardening groups as invited by local host, perhaps for part of the conference free admission tickets to local nurseries as give-a-ways free admission for extension agents, specialists

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