Host Pack
This section provides comprehensive guidance for STPEG event hosts, covering all aspects from initial preparation through to the day of the conference.
Navigation
Preparation
Speaker Coordination (4-6 weeks before)
- Identify cases
- Set schedule for cases
- Collect presentation slides and bios
- Confirm speaker requirements (AV, dietary, travel)
- Prepare speaker introductions
Communication (2-4 weeks before)
- Send joining instructions to registered delegates
- Provide travel and parking information
- Share programme and speaker details
- Set up event hashtag for social media
- Prepare emergency contact information
Final Preparations (1 week before)
- Confirm final delegate numbers with catering
- Print name badges and registration materials
- Prepare welcome packs and materials
- Brief support staff and volunteers
- Prepare certificates of attendance
On The Day
Early Setup (2 hours before start)
- Set up registration desk
- Test all AV equipment one final time
- Arrange welcome refreshments
- Position directional signage
Registration Period
- Welcome delegates and check registration
- Distribute name badges and materials
- Direct delegates to main venue
- Manage late arrivals
- Update attendance records
During the Event
- Introduce speakers and manage timing
- Monitor AV equipment and room conditions
- Coordinate breaks and catering
- Manage questions and discussion periods
- Take photographs (with consent)
- Handle any emergencies or issues
Event Close
- Thank speakers and delegates
- Distribute certificates of attendance
- Collect feedback forms or direct to online survey
- Coordinate departure and room clearing
- Secure any remaining materials or equipment
Post-Event (within 1 week)
- Send thank you messages to speakers
- Share presentation slides with delegates (if permitted)
- Compile and analyze feedback
- Submit expense reports and invoices
- Update STPEG website with event summary
- Plan follow-up actions based on feedback
Additional Resources
- Cases - Presentation cases for the day
- Feedback - Feedback collection system
- Certificate - Certificate of attendance template