Take a look at this great post from Rachel!
http://www.lisjobs.com/liminal/2006/09/ten-dos-and-donts-for-conference.html
This one rules:
DO sweat the small stuff. If your presenter is coming from out of state, who will pick her up at the airport? Or, should she take a cab? Will your organization reimburse her for cabs? Who will make and pay for the travel and lodging arrangements? Is there a luncheon/dinner/reception to which you can wrangle her an invitation? If not, do you have some time free to join her for dinner/lunch/breakfast? (This is a nice touch, especially when dealing with an out-of-state speaker who may not know anyone at your event.) Who will be responsible for reproducing handouts? Does your organization/association require a formal invoice or reimbursement form?
Here’s a recent example of how to do it right:
Jenny Levine and I just got back from speaking at the South Carolina Technology Institute sponsored by the State Library. Stephen Abram kicked of the day with an incredible take on L2 and the whole experience was just so perfectly planned, everything ran smoothly.
We arrived late in Columbia but were picked up by a patient Curtis Rogers, who handed us a packet of materials for our time in SC: a schedule, the handouts for the day, a sheet with contact numbers and cell numbers for all of the key organizers, some background info and more. Curtis took us for a quick dinner and then to the hotel, where he went in to make sure everything was okay with our check in.
The day went well and that evening we attended a dinner in the home of one of the organizers! We received some fabulous speaker’s gifts and I enjoyed a pot of tea with my dessert. Everything was planned and orchestrated so well… I just have to say thanks to all involved down in South Carolina!
AND: the nametags — for everyone — had the schedule for the day on the b side!