Astroleague Convention Planning Checklist Section 8 – After the Convention and Important Tips

After the Convention:

  • Collect and Return all equipment and materials to university (hotel, etc.) or suppliers and guest speakers.

    Have One Last Committee Meeting. Discuss what worked out well, what you might do differently if you were ever to do it again, etc. Hopefully, you have kept a scrapbook of all meeting notes, steps taken, decisions, forms, contacts, prices, etc., so next time(!) it will be even easier. Write up a financial summary for the Region/League and return it with the predetermined profit percentage within 30 days of the close of the convention.

    Pat Yourself on the Back for a Job Well Done!

Important Things to Keep in Mind:

  • You can never start too soon. The bigger the event, the longer it will take to plan and arrange. Remember that everything takes longer than expected.

    Approach everything with a positive attitude.

    Keep duplicate lists of everything – signup-sheets, those pre-registered for tours, and anything money was taken for.
    If a question or problem arises that you do not know how to handle, contact someone who can help you – someone who has planned a successful convention in the past, someone who has attended a lot of them, or even a business associate. Do not be afraid to get help or advice! Seek a second opinion on confusing issues. It is better to get accurate information than to waste time continuing without it.

  • Communication is essential – following up makes it work!

    Work together and be willing to do more than your share.


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