Follow these tips for successful Event or Conference planning
A successful conference is the result of a major investment in time and conscientious planning. A successful conference requires the right support and a clear vision of the conference.
Phase One: Formulating the Ideas When: Six to Eight Months in Advance What is the conference theme? What are the conference objectives? When will the conference be held. Whom will do what – appoint committees if necessary What is the conference budget and registration fee. Who fill fund the conference? Phase Two: Pulling the Details Together When: Four to Six Months in Advance Revise budget; Have funding goals been met? Determine the agenda of the conference. Notify delegates of date, place and objectives of the conference. Finalize conference facility and entertainment arrangements. Determine conference food and beverage requirements. Determine conference audio visual requirements and equipment needs for speakers and special events. Finalize specific meeting rooms and layouts requirements. Document all decisions in contractual form. Make all necessary conference accommodation for delegates and VIP's Make the appropriate conference transportation arrangements. Determine the promotional items and conference giveaways. Place order and confirm delivery date if applicable. Arrange for any on-site communication requirements. Conferences typically require internet connectivity (including wireless access), office services (such as printing and binding and audio-visual equipment. What are the on-site staffing requirements such as registration staff, runners, exhibit coordinators, and assigned hosts for VIPs. Phase Three: Marketing and Delegate Communication When: Three Months in Advance Arrange for necessary press releases (if applicable) Collate the conference materials that need to be reproduced. Prepare the materials that need to be included in registration packet. Finalise airport and ground transportation arrival arrangements (ie greeters). Finalise conference meeting room setups and notify site of additional requirements. Order necessary signage, conference banners, and room signage. Phase Four: Confirming Conference Supplies & Delegate Arrangements When: Four to Six Weeks in Advance Reconfirm audio visual and equipment requirements with conference venue. Reconfirm with all external conference vendors. Produce all materials that will need to be distributed. Finalise speaker gifts. Notify delegates regarding meeting attire, agenda, accommodation and travel arrangements. Include conference participation requirements, telephone numbers and contact information. Phase Five: Confirming Conference OnSite Details When: Two Weeks in Advance Complete registration packet, name tags and conference survey. Send all required materials to conference venue and ensure arrival is confirmed. Confirm number conference attendees with hotel and caterer as well as any special dietary requirements. Phase Six: Final Considerations When: One Week in Advance Consider any weather altering scenarios. Ensure all deliveries have been confirmed. Consult with necessary security and parking officials to coordinate conference logistics. Finalise billing arrangements with conference facility. Check inventory of conference materials and supplies. Compile conference registration packs that will be distributed to delegates. Set up a separate conference registration area if necessary. Phase Seven: Post Conference Follow Up When: One to Four Weeks After Conference Send thank you notes to personnel Send thank you notes to Conference presenters. Send any meeting notes to delegates together with Review all invoices for accuracy and make final payments.