Using Web Site Information and Online Data

How does the "Day-Of brochure" get produced?
Do we print it off the web or send it out to a printer?

1- Decide and designate who is going to create the official Day-Of conference brochure and what software will be used. Whoever does this job should know how to use desktop publishing software, such as QuarkXPress, PageMaker, Publisher, etc. After the final close off date for editing the Presenter and Agenda data and web site, the data from the online versions are exported into the format needed by the publishing software. This data is then imported into the software for the brochure "construction".

2- Decide on the contents and layout of the brochure or flyer to be created. Previous Day-Of brochures have had some or all of the following sections:
— Cover page - attractive, with logo, pictures, dates etc.
— Letter from Conference Chairs or Sponsors - telling of the purpose, some highlights, etc.
— Map or diagram of the conference facilities - room locations, rest rooms, parking, Registration Desk, Exhibitors, etc.
— Keynote Speaker Information - resumes, titles, etc.
— Master Schedule - 1 or 2 pages of times, rooms, presenter, title of session, etc.
— Conference Track information - which sessions relate to the Conference Tracks
— Session Descriptions - session number, title, presenter, time, room, and brief description, etc.
— Presenter Biographies - name, organization, titles, resume, addresses, phone, email address, etc.
— Maps, Special Activities - such as near-by restaurants, shopping, "Things to See and Do", discounts
— Evaluation Forms - for someone to use if they didn't fill one out for a session
— Details of Next Years Conference -

3- Capture the information for these pages from the Conference Web site and exported data from the online database for Presenters and the Agenda.

• Copy Conference Information Directly from the Web Site - Some of this can easily be pasted into the desktop publishing software. Information can be used from the Home page,and regarding Exhibitors, Facilities, Hotel, Activities, Facilities, Preconference, etc. This is especially important for the pages that have been edited as the Conference planning progresses, such as lists of Exhibitors.
• Data Exported from the Presenter and Agenda Databases - The conference technical support staff can export the data into whatever format that is needed for the Brochure. In the past, data was exported for some or all of the following brochure or flyer sections:

  — Keynote speaker information - names, titles, resumes, time, room, date, email address, phone, etc.
  — Master Schedule - date, time, room, type, presenter
  — Session Descriptions - session number, title, presenter, time, room, brief description, learning objective, etc.
  — Conference Track information - track, session number, title, presenter, date, time, room
  — Presenter Biographies - name, organization, titles, resume, addresses, phone, email address, etc.
  — Conference Track information - track, session number, room, time, presenter, session title, etc.
  — Evaluation forms - from a blank session and presenter

4- Produce PDF Versions of the Brochure, and post applicable pages to the Public Web Site. Previous conferences use the PDF to print the final brochure, and then parse the pages out and publish these onto the web site. For example the Master Schedule can be posted and downloaded from the web site before the brochures are back from the printer. This allows conference goers to plan which sessions they want to attend days before the conference. Also, studying the biographical information and learning objectives of the presentations help conference goers decide on which sessions offering Continuing Ed credits they will attend.