Host Planning Guide

The Host Planning Guide provides an overview of the major responsibilities, decisions and partnerships involved in hosting a FOCUS Conference. Use it alongside the Planning Timeline & Checklist and other host resources as you move from early planning through conference closeout.

Getting Started

A successful conference begins with a clear planning structure and early coordination.

• Establish a core planning team. Include people responsible for venue logistics, communications, program content, technology, sponsorships, registration and volunteers.
• Connect with FOCUS leadership. Coordinate early with the current leadership team, your institution's Primary Representative and the FOCUS online/AV team.
• Establish conference dates. Work with FOCUS leadership and Primary Representatives to identify dates that work for the organization.
• Reserve the venue early. Confirm that the space can support general sessions, concurrent sessions, meals, networking and online participation.

Roles & Responsibilities

The host institution manages the overall conference, with support from FOCUS leadership and the FOCUS online/AV team.

Host Institution

The host institution is typically responsible for:

• Conference planning and project management
• Venue, lodging and transportation coordination
• Program and speaker development
• Registration and payment processes
• Catering and hospitality
• Sponsorship outreach and sponsor logistics
• Volunteers and on-site staffing
• Attendee communications and local logistics
• Budget management and post-conference reconciliation

FOCUS Online/AV Team

The FOCUS online/AV team supports the technology and virtual-conference experience, including in-room and online AV needs and the conference app. The team is an essential planning partner but does not manage the overall event.

Planning tip: Connect with the online/AV team early and establish milestones for items such as agenda information, registration updates, presentation materials and attendee communications.

Review Previous Conferences

Previous conferences are one of the best resources available to a new host.

• Review past agendas for successful topics and session formats.
• Consult post-event attendee feedback available through FOCUS leadership.
• Ask previous hosts about lessons learned, vendors, timelines and unexpected challenges.
• Use previous sponsorship, registration and communication materials as starting points rather than rebuilding them from scratch.

Topics that have appeared regularly at FOCUS conferences include ethics, legislative or state-agency updates, NACUBO-related content and leadership discussions.

Build the Conference Program

Aim for a program that serves attendees across institutions, functional areas and levels of experience.

Session Formats

• Plenary sessions: All-attendee sessions featuring broad, strategic or keynote-style topics.
• Concurrent sessions: Smaller breakout sessions focused on specific functional, operational or professional topics.

Sessions are generally most manageable at approximately 45–60 minutes. Consider a mix of public and private institution perspectives, functional areas and experience levels when building the agenda.

Internal experts at the host institution can also be excellent presenters, particularly when they can share practices, innovations or lessons that translate across institutions.

Technology & Online Participation

FOCUS conferences support both the in-person and online attendee experience. Technology planning should therefore begin early rather than being treated as a final-stage venue detail.

Confirm that conference spaces can support:

• Reliable Wi-Fi
• Projectors and presentation screens
• Appropriate microphones and sound systems
• Online presentation and streaming needs
• On-site technical support

A site visit with the FOCUS online/AV team may be useful before the conference to test equipment, sound and connectivity.

Venue, Lodging & Transportation

Look for a venue that makes the attendee experience as simple as possible. Meeting spaces, restrooms, food service and registration should be easy to locate and reasonably close together.

Plan early for:

• General-session and breakout-room capacity
• Accessibility and wayfinding
• Parking for attendees, speakers, sponsors and conference support staff
• Nearby or on-site lodging
• Hotel room blocks
• Transportation between hotels and the conference venue when necessary

Registration

The host institution is responsible for establishing an online registration and payment process appropriate for its institution.

Registration should generally collect:

• Attendee name and email
• Institution
• In-person or virtual participation information, as applicable
• Dietary restrictions
• Concurrent-session preferences when needed for room planning

Coordinate registration milestones with the FOCUS online/AV team so attendees can receive timely access to the conference app and related information.

Food & Hospitality

Meals and refreshments are an important part of the conference experience and require careful coordination with the venue or catering provider.

FOCUS conferences have traditionally included some combination of:

• An opening reception or networking event
• Meals during conference programming
• Refreshment breaks
• Coffee, tea and water throughout the conference day
• Networking time before the conference dinner

Work with FOCUS leadership to determine the hospitality format appropriate for the event and available budget. Registration should capture dietary needs early enough to support final catering decisions.

Sponsors & Exhibitors

Sponsorships can help support conference expenses while connecting attendees with organizations that serve higher education.

Hosts should:

• Review previous FOCUS sponsor lists.
• Consider institutional, regional and vendor relationships that may be a good fit.
• Use a written sponsorship package outlining available levels and benefits.
• Track sponsor commitments, payments and required documentation.
• Provide sponsors with clear logistics information before the conference.

Previous hosts have also found it helpful to provide hotel information to sponsors and to coordinate conference giveaways or door prizes with participating organizations.

Ethics & CPE

If the conference includes an ethics course or other programming offering continuing professional education credit, begin coordination early.

For Virginia ethics programming, consult current Virginia Board of Accountancy requirements and approved providers. Coordinate directly with the selected provider regarding course requirements, participant documentation and certificates.

Remember to account for provider fees and any applicable travel expenses in the conference budget.

Volunteers & On-Site Staffing

Identify volunteer needs early enough to recruit and brief participants before the event.

Common volunteer roles include:

• Registration and check-in support
• Greeters and wayfinders
• Session monitors
• Speaker support
• Set-up and clean-up assistance

Provide volunteers with clear assignments, schedules and points of contact before the conference begins.

Communications

Attendees benefit from detailed, coordinated information before arriving at the conference.

The FOCUS website should serve as a central source for:

• Agenda and session information
• Speaker information
• Registration information
• Venue and parking guidance
• Hotel and transportation information
• Other attendee logistics

Coordinate email communications with the FOCUS online/AV team to avoid duplicate or conflicting messages. Be specific about practical details such as meals, parking, transportation, check-in and what attendees should expect when they arrive.

After the Conference

Conference closeout is part of the hosting process.

• Complete financial reconciliation and outstanding payments.
• Review attendee feedback.
• Gather feedback from sponsors, volunteers and the planning team when useful.
• Document what worked well and what future hosts should approach differently.
• Share reusable materials, updated checklists and lessons learned with FOCUS leadership.

Next: View the Planning Timeline & Checklist →