Planning a conference by:Simon Travis
As with any large scale event, planning a conference can be a challenging and time consuming task
. It is important that the conference runs smoothly and professionally to help generate business leads or relationships. To run the most successful event, you require the help of not just one individual, but a team of individuals working together in co-operation.To commence initial planning, it is vital to call a meeting of those who are going to be involved in the planning and organisation of the conference. At this early stage, take time to assign roles and responsibilities, outlining timescales and projected results. The workload should be distributed evenly across the event team, to ensure the most effective event co-ordination and to avoid any strife.
Within initial meetings, it is important to consider who the conference is targeting - will it be aimed primarily at training a variety of professionals or a specific business audience? Conference materials and speakers should be aimed at the relevant level, for example, a wide audience may not have sufficient knowledge or willpower to sit through highly technical lectures.
Set out a budget before booking venues and speakers. This will ensure that you don't go over-budget and only look at options that are affordable, as well as only inviting the amount of delegates that you can cater to. At the outset, agree on possible dates for the conference - try to avoid major sporting events, as some people may begrudge missing out on the FA cup final to attend your event.
Booking a venue early and shopping around for deals can prove prudent. The most successful locations for conferences include conference hotels, as delegates can stay in the comfort of a hotel room if they have traveled a long distance. Other locations include specialist conference facilities, or for something a little more individual - converted barns or country houses. Whatever location takes your fancy, ensure that it is large enough for invited delegates, no-one wants to feel like a sardine... It is worth obtaining quotes from a variety of locations, to make sure that you are getting the best possible price.
Of utmost importance when planning a conference is the catering. People enjoy good food, no more so than a business audience. To ensure the best networking, luxury finger food and buffet style facilities work best - sit down meals rarely encourage conversation. If your conference is in a hotel, then the venue itself should be able to provide catering, at a competitive price. Otherwise, as with the venue, it is prudent to gather a variety of quotes and catering menus to compare quality.
Once invitations have been sent out and speakers have been agreed, don't forget about conference packs. Delegates will appreciate a pack containing contact details, branded merchandise, reading material about the event and a wallet to place business cards in. Such finer details mean that delegates have increased networking opportunities and can contact your business after the event to arrange a meeting or order a product/service.
About the author
Simon Travis is a Travel Guide and golf lover currently working for an online Travel and Hotels Promotion Company. For more information on conference hotels and golf package holidays he has recommend you to visit: http://www.oxfordhotelsandinns.com/ East Asheville: A Hub of Shopping and Entertainment in the NC Mountains by:Nora Hall Childrens Passport Are Necessary For Toddler Travel by:Ben Pate Military Memorials in Central Park by:BJ Adams Duty Free Alcohol : World Class Wines by:Sharon Ng The Quick Way To Replace A Damaged United States Passport by:Frank Dekelli Sign Up For An Online Pasport Application Now by:Frank Dekelli Life in Montreal Canada by:Mo Johnson I Love Touring Rome, Italy - Campo De Fiori District Hotels by:Levi Reiss Top 5 Things To Do In Hawaii For A Dream Vacation by:Jeff Schuman Business Conferences And Family Vacations Make A Great Team by:Shelley Cheny Locate Paradise On A Cruise Vacation by:Ben Pate Trooping the Colour Takes Place in London in June by:Simon Brooke Budget Flights For Hyderabad by:Alivia Martin