Top 10 Conference Planning Tips
Planning a conference can be a stressful and challenging ordeal
, however the earlier you start planning and the more prepared you are the smoother things will go. Take a look at these ten tips for planning a conference.
1. Assemble a Planning Committee: The best way to start planning a conference is to organize a planning committee. They will be able to get things rolling such as assigning tasks, setting deadlines, figuring the budget, and taking care of other important components.
2. Pre-Planning: It is important to determine the purpose of the conference and what you want to accomplish. Once you have clearly thought out your purpose, you can move forward. Decide when the meeting should be held and be careful not to interfere with other company events, industry events, or holidays. Also consider group size, demographics, and any international components.
3. Budgeting: Make a list of expenses for all the areas of your meeting. Check your budgets from previous conferences, which will allow you to gauge your spending. It is a good idea to seek advice from your company's accounting office so that your budget format is compatible with internal accounting systems. Make sure you have alloted enough funds to cover everything and plans for if you exceed your budget.
4. Create a Timeline: Laying out a timeline will make things less stressful and is important so that your conference will be well equipped. Setting dates ahead of time will allow for tasks to be accomplished throughout the planning process, instead of leaving everything for the end.
5. Make Preparations As Soon As Possible: Plan the conference for as far in advance as possible. More time gives you more chances to negotiate prices and get exactly what you want. Many experts begin planning for an upcoming conference ten to eleven months in advance.
6. Choosing a Venue: When choosing a venue look for a location that will suit both your business needs and your attendees. A venue that meets both is likely to boost attendance.
7. Always Get Commitments in Writing: Whether you make an agreement with a certain venue or vendors, make sure everything is always in writing. What will be provided for what price is a detail that must be settled on, as well deposit, payment, termination, cancelation, or any other important policies.
8. Pay Attention to Contracts: Make sure that any necessary contracts are binding, and that both parties understand and are in agreement on. If any problems arise having a contract will make things much easier.
9. Expect the Unexpected: As Murphy's Law states If anything can go wrong, it will. Though you may think you have thought of everything, it is not uncommon for something to go wrong during a conference. Instead of waiting until it does, make sure you have a plan ahead of time to fix any problems that might arise, such as a guest speaker becoming ill.
10. Post-Meeting Follow-Up: After everything is all said and done, schedule a meeting to review your conference. Discuss what worked well and what to improve for next time. Also, write thank you letters to staff, speakers, vendors, and anyone else involved.
by: ike Jukov
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