The faculty member initiating the conference develops a planning committee. The planning group defines a broad scope for the conference. The planning group outlines a conference program. The planning group makes the first contact with speakers and obtains verbal confirmation of their willingness to participate. Planning group members also prepare grant proposals.
Sponsors receive benefits that vary depending on the conference.
The proceedings is managed as a separate project, and the conference is charged only for the number of proceedings distributed at the conference. However, all those attending, including speakers, make their own lodging reservations. To determine a registration fee, the total cost minus any grants or industry support is divided by a conservative estimate of the number of people that will attend. Costs may include speaker travel, proceedings cost, marketing, food and beverages, audiovisual equipment rental, meeting room rental, planning costs, staff time, and staff travel. Speakers that will draw in an audience because of their reputation may have their travel expenses reimbursed.