Rate Number 1 with a Conference Director

By: Sue Ford
Submitted: 2007-01-17 16:42:59
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First, keep in mind that most Conference Directors are VOLUNTEERS who give lots of time and energy to plan and prepare for a conference.

BEFORE THE CONFERENCE

If you have questions regarding the conference... ...read the brochure thoroughly before you contact the director. Many questions are answered in the material. ...check the organization's website for further information. ...then call or e-mail, not both, and be as brief as possible. Directors receive many phone calls and e-mail and don't have time for your life story.

If you have special needs (i.e. use a wheelchair, or need an assistant so you can attend, etc.)...

...ask about the facilities or for special accommodation before the conference.

If you've been told information about the conference (i.e. brochure, map) is on the website, but can't find it... ...please look again or ask someone else to look with you. ...if you use a proprietary web access service, such as AOL, you may need to ask someone who has a more direct access to look for you. ...if you still can't find it, contact the webmaster. ...if no response from the webmaster, then contact the conference director.

If you're concerned a conference may be sold out... ...check the conference website - many will post a "sold out" notice. ...if nothing is noted on the website, you could call before mailing your registration. E-mail is not recommended at this point. ...if told there are still openings, send in your registration immediately.

If your registration is turned down because a conference is sold out...

...ask if you may be placed on a waiting list. ...don't ask for special treatment. Attendance limits are based on the space and resources available.

When mailing in your registration form... ...use scissors to separate the registration portion from the rest of the brochure. ...do not send the entire brochure; you'll lose useful information. ...read the brochure and the registration form carefully. ...follow directions and mark all appropriate boxes. ...print your name, address, phone, e-mail clearly. Some attendees stick an address label in the name/address space. ...if an SASE is requested, do not fold up a standard #10 envelope to fit inside your same size envelope; instead enclose either a smaller #9 SASE, or use a larger #11 size envelope to mail your registration (these envelopes are available at many office products stores). ...mail early to receive possible registration discounts.

If you missed the deadline for a special opportunity (consultation, contest, discount, etc.)... ...please don't ask for an exception - it wouldn't be fair to those who met the deadline. ...send your request sooner next time.

ON CONFERENCE DAY ITSELF Come... ...with a smile and an attitude that says "I will enjoy and learn." ...with any appointment information you were given. ...without your children.

If you don't know anyone... ...look for others by themselves and say hello. ...start conversations with your neighbors before sessions begin. ...talk to others at lunch.

If you have questions on conference day... ...first, have you read the provided packet of information? ...ask a staff member for help. ...if you need to speak to the director, pick an appropriate time - during set-up or the first half hour of registration is probably not good.

If you want special consideration... ...ask with a pleasant attitude. ...be reasonable. (i.e. I didn't find out about the conference until yesterday, so I didn't get to sign up for xxx, but can't I sign up today anyway, even though you're not accepting onsite sign-ups?) ...remember there are valid reasons for deadlines, pre-signup, etc. ...accept a "no" answer graciously. Don't argue with the conference director.

It may be true that "The wheel that squeaks the loudest is the one that gets the grease." ( - Henry Wheeler Shaw), but do you really want to be remembered as a squeaky wheel?

If you want to speak to an editor, agent, or author... ...keep it short. Remember others want to talk to them, too. ...let speakers get to their next session on time. ...don't follow them into the restroom - it has happened! ...do frame questions as succinct and to the point as possible. ...don't offer them a manuscript to read. ...and especially let them eat their lunch.

If you think a rule is unfair... ...indicate so on your conference evaluation, or ...talk to the director after the conference. ...volunteer to help plan the conference next year, and you may be able to effect change in that rule. It's doubtful rules will be changed on conference day.

AFTER THE CONFERENCE

If your problem was not resolved on conference day... ...ask the registrar or conference director for a refund for the affected portion (i.e. I paid for xxx, but didn't get it) - but remember some fees are nonrefundable.

If you have opinions about the conference... ...please fill out and send in your evaluation form - the planners really do want to know what they can improve. ...do make suggestions for future topics and/or speakers. ...do express appreciation for what went right.

If you want to speak at the next conference... ...write up a proposal of your topic and send it to the conference director.

If you want to help plan next year's conference... ...volunteer and you'll make a conference director's day!

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