The operations manual provides extensive details on executing a program or event. It lists everything needed and follows a resume format with new pages for each day. The resume includes checking activities before events, the events themselves, moving delegates, servicing delegates, and spouse activities. It also details room setups, audiovisual needs, microphone types, conference flow, movement of delegates from arrival to departure, and servicing delegates. The appendix contains contacts, speeches, floor plans, orders, and a VIP list. The goal is to ensure nothing is omitted so everything runs smoothly.

1. Operations Manual
• Lists
ALL OF THE INFORMATION
needed to execute your program

2. Operations Manual
• Overview
• Resume
• Appendix

3. Resume
• EXTREMELY DETAILED!!!!!!!
• HOW DETAILED….
• IF IT IS NOT LISTED – IT WON’T HAPPEN!
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Checking prior to meal event/activity/meeting occurring
Actual Event
Movement of the delegates
Servicing of the delegates
Activities of Spouses/Partners of the delegates

4. Resume
• Checking prior to meal event/activity/meeting occurring
• Actual Event

5. Resume
• Checking prior to meal event/activity/meeting occurring
• List everything/anything required for the particular
meal event / activity / meeting
Check
• ½ hour prior to any meal / activity / meeting
• 15 minutes prior to any break
• Throughout day for any event that has
excess AV
or setup using decor/entertainment

6. Set Ups
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Theater for ___
Boardroom for ___
U-shape for ___
Classroom for ___
Hollow Square for ___
___ Rounds of ___
Rectangular table for ___

7. Standard Audio Visual
• Laptop with LCD projector and screen
• Overhead with screen
NOTE: You will need a table for both the LCD projector and overhead
Types of Microphones
• Table microphone
• Podium microphone
• Lavaliere microphone

8. Conference Flow
Consistency of Space
• Reuse same rooms throughout the day
• Reuse same rooms throughout the conference
Location of Space
• Keep rooms as nearby to each other as possible
The role of a planner vs. extra staff
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Planner oversees Executives/Speakers
Planner oversees delegates at events
Assistant is the runner/checker
Meet every morning and evening to review day

9. Resume
Movement of the delegates
•From Arrival to Departure and anything in
between
•Check on Flight/Taxi/Coach/Parking
arrangements
•Pre Boarding
•Boarding

10. Resume
Servicing of the delegates
•Phone call checks on various suppliers
•Welcome
•Goodbye
•Meet and greet at airport
•Hotel VIP Escorts: Speakers / Company Pres.
•Checks on guest rooms status / Views suite(s)
•Turns registration table into information desk
•Use luggage storage if arrival and departure times
conflict with hotel check in and out times

11. Resume Format
• New Day New Page
• Pages Numbered
1,2,3,4 or 1 of 20, 2 of 20
• Time, Name of Room, Who is
Responsible, Event, Event Details

12. Resume
• Extremely detailed
document
• “Hit By a Bus” format
• If it is NOT listed it
WON’T happen !

13. Overview
Snapshot of Conference
• From Arrival to Departure
• Lists All Meals (B/L/R/D), Events,
Meetings, Breakouts and Activities
Exception - Coffee Break not required to be listed
• Number of people attending
• Venue Name
• Function Space Room Name

14. Appendix
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Contact names and phone numbers
Copies of speeches
Floor plans of function room setups
Copy of Banquet Event Orders (BEO’s)
VIP list with photos