NUI Galway Conference & Event Centre
Conference Organiser’s Manual
Organising a conference can seem like a daunting task but the team at the NUI Galway Conference &
Event Centre are here to offer support and assistance with all conferences held at NUI Galway.
The following information is intended to provide conference organisers with a checklist on issues to
consider when preparing to organise a conference at NUI Galway.
There are a number of stages in organising a conference and they are as follows:
Stage 1: Bidding process
Stage 2: Secured the conference – what’s next?
Stage 3: Other issues to consider when organising a conference
Stage 1: Bidding Process
All bidding processes for conferences are different but generally the process is as follows.
Plan the Strategy
Before launching into the bid process, it’s important to assess the criteria for the conference. There is
usually a submission guideline document that can be followed and it is important to ensure that you
can meet all criteria before bidding for the conference.
Prepare the Bid Document
The bid document provides host organisation and destination information on which the final decision
is made. It must:
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clearly assess the conference’s required criteria
emphasise the advantages of hosting the event at NUI Galway and
detail the support available to the organisers if they bring their conference to the University.
The Conference & Event Centre team will assist you in preparing this document. This document can
include letters from the University President, Mayor or local tourism bodies inviting the organisers
to hold the conference in Galway. Meeting rooms should be provisionally held at the University at
this stage.
Conduct a Site Inspection
For some of the larger international conferences, during the bid process, the organising committee
can be invited to NUI Galway for a site inspection. Fáilte Ireland Business Tourism Sector may
contribute to this site inspection.
Make the Final Presentation
A final presentation is usually given to the international board or to delegates from each country. The
Conference & Event Centre team will assist with this presentation if required and also have a
promotional DVD and conference brochure which can be included.
Stage 2: Secured the Conference – What’s Next?
Congratulations, you have secured the conference for NUI Galway. The following are the next steps
to take in organisation for your conference.
Select Venue
At this stage, you can talk to the Conference & Event Centre team regarding the most suitable venue
on campus to host your conference and make a provisional booking.
Set Up Small (but active) Executive Committee
e.g. Chairperson, Vice-Chairman, Treasurer, Secretary – ensure to have some local people on the
committee for ease of meetings and to share responsibility.
Prepare Draft Budget
See attached template for income and expenditure account and the Conference & Event Centre team
will assist, where possible, preparing your budgets.
Agree Conference Logo, Theme and Outline Programme
Form Main Conference Committee and Delegate Responsibilities
Members of the Conference Committee may form sub-committees to spread work and involve others.
The main areas of responsibility are:
Finance
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The finance committee will need to prepare a draft budget taking account of all income and
expenditure for the conference (see attached template). Please note that all items on the
attached may not be relevant to your conference and there may be some additional items that
need to be included.
Registration fees should be set to ensure all costs are covered for the conference and that the
conference is not loss-making.
It may be necessary to set up a bank account for the conference (please refer to the
University policy on this) to manage all funds relating to the conference.
Sponsorship is included as income and letters need to be sent to industry as early as possible
to secure sponsorship.
Scientific Content
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The Scientific Committee need to decide on a theme for the conference including tracks,
types of presentation, keynote speakers that will attract an audience.
Dates need to be confirmed for opening/closing call for papers/abstracts.
Number of reviewers/allocation of themes need to be decided.
Guidelines for submissions need to be prepared to ensure consistency.
Facilities
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Number of meeting rooms required – plenary/parallel sessions
Intended use for each room
Size of rooms needed, i.e. capacity for delegates attending
Audio visual equipment in each room and any additional requirements needed
Any additional equipment required
Audio visual – technician, check on all equipment in advance
Registration area
Exhibit space, exhibit requirements
Poster exhibit space requirements
Computer suites
Accommodation
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Approximate rooms needed, single/double
Room rates
Reservation confirmation (ensure in writing)
Arrival/departure dates clearly defined with a release date of rooms if not booked
Deposit requirements
Social
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Social including ‘Accompanying Persons Programme’. Ensure costings cover all of the
programme
Programmes for good weather/bad weather
Coach tours booked in advance to include guides
Ensure lunches are booked if numbers are large so that delays are not incurred
Programme
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Timelines need to be decided and a theme for the conference
Programme, content and abstracts, etc.
Transport
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Provide information on how to get to Galway and local transportation options
Confirm if you need to shuttle to/from airport and conference centre and book transportation
in advance
Catering
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Catering requirements need to be decided taking account of the most appropriate venue and
menu to suit the group
Type of function needs to be confirmed, e.g. luncheon, dinner, coffee breaks, buffet/full
serve, etc.
Special requirements need to be considered
Menus need to be chosen in advance and final numbers confirmed to caterers in appropriate
time
All venues need to be booked and confirmed (in writing)
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Top tables need to be confirmed if required as well as any audio visual requirements for
speakers
Bar licences need to be booked in advance if required
Entertainment
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Types of entertainment required agreed and booked in advance, e.g. speaker, comic, full
show, awarding of prizes, band, etc.
Time schedule agreed for entertainment
Exhibit and Freight Arrangements
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Number of exhibits confirmed to determine space required
Fees agreed for exhibitor
Plan of exhibit area to include power available, dimensions, etc. to be sent to exhibitor prior
to conference
Any special exhibitor requirements, including set up, confirmed in advance
Address confirmed to exhibitors for sending materials prior to the conference with a contact
person agreed
General Information
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Passport, visa information provided, where required
Interpreters booked (if required)
Stage 3: Other Issues to Consider
Section 1 – Fundamentals
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Name and overall description of event including the theme for the conference.
Co-ordination and time schedules. A realistic time schedule must be developed for behind the
scene workers in respect of each individual segment of your overall event noting assembly, start,
finish, etc. From this, timelines can be developed.
Section 2 – Timing
When deciding on final days/dates for a conference, you should:
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Choose days/dates with a second and third choice in case there is a difficulty with the first choice
Commencement date AM/PM. Departure date AM/PM.
Timing free of conflict, e.g. other related conferences, long weekend, religious holidays,
important events elsewhere, sporting fixtures, heavy vacation times, college events, etc.
Timing convenient to attendees, i.e. do not cause attendees to hang around unnecessarily, fits
well with transportation schedules, ties in with last connections on public transport, etc.
Section 3 – Personnel/Committees and Volunteers
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Co-ordination with committees and volunteers
Specify committees and what each has undertaken to do
Specify volunteers and their roles