Tips to Plan a Successful Training Conference

Tips to Plan a Successful Training Conference

Most conference venues are booked out well in advance which means that your next event could be more than a year in the planning. You don't want to get caught out running an event that has been hastily shackled together simply because you didn't plan far enough ahead.

You need to carefully stage every element of your event and plan the budget to ensure that your attendees will get the most value. This is even more the case when it comes to a staff training event, because in many cases the capacity of your company to respond to changing needs in the marketplace could well rest on the outcome.

There is plenty to think about, so let's take a look at the vital elements you will have to undertake to run a successful training conference.

Make sure you are going to have enough time to run the event yourself. There will be a substantial investment of time required to run a successful training event and if you cannot see your way clear to devoting whatever time is necessary you might find it better to hire a conference planner especially for the task.

After you have worked out your budget restraints, book the venue far enough in advance so you won't be disappointed. Many venues are booked out more than 12 months beforehand so you might have to be flexible enough to change locations if necessary.

Determine how many employees or attendees you will have at the event and over what timeframe. This is the only way you can make an accurate estimate of costs and stay within your budget.

Look at meal requirements. Some staff will have special dietary requirements that you will need to cater for. Get every attendee to indicate their dietary needs so you can cost them accordingly.

If you are providing entertainment, you will need to book the appropriate services early in the piece so you are not scrambling at the last minute.

Choose a time of year that is conducive to training. Most people are usually more responsive when the weather is fine so they can take advantage of regular outdoor breaks. Wherever possible make a booking for spring or summer and let your staff take advantage of the good weather.

Provide regular budget updates to your management team and take advantage of any early payment discounts you can negotiate. This way you will keep your budget on track and even possibly allow you to have sufficient in reserve for unforeseen expenses.

Book a keynote speaker well in advance and make sure they are going to be entertaining as well as informative. If the conference runs for an extended period, it needs to be interspersed with some light-hearted elements to stop attendees from feeling stale.

You can see that choosing the appropriate conference room is central to your planning process, that's why you should start at least 12 months in advance of your planned event to make sure every possibility is catered for.

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