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Event Coordination

Event coordination includes managing meeting logistics, securing catering arrangements and material needs, and providing meeting day support and service. Specific services include:

• Reserve room requirements for meetings held in the center. Work with local hotels to reserve sleep rooms or negotiate a room block if necessary. Obtain hotel contract approval.
• Find and reserve off-site meeting space and sleep rooms if meeting is not to be held in the center. Negotiate rental rates and room black if necessary. Obtain hotel contract approval.
• Order conference notebooks, materials, and plaques, coordinate with printing companies, and follow up to ensure timely delivery. 
• Order food and beverage requirements. If the meeting is at the Center, this includes the BuzzBreak, catering coordination and menu approval and/or reservation booking at the Georgia Tech Hotel.
• Order parking vouchers if needed.
• Order additional AV if needed.
• Order/communicate proper room set-up and signage requirements.
• Generate standard confirmation letter.
• Ensure logistical requirements are correct and on time including room set-up, course materials, signage, continuous food break, etc.
• Greet attendees at the beginning and end of the conference. Periodically check in on the meeting.
• Prepare extra compensation, instructor, and speaker payment forms. 
• Prepare CEU cover sheet.
• A DLPE event coordinator is available to support your off-site and out-of-town events (additional fees apply).