You have been given the monumental task of organizing a conference, which involves a mile-long to-do list. There are: the venue, the guest list, the materials, the technology and even the refreshments to think about and plan. If you're starting to regret this newfound trust your boss has placed in you, slow down, take a deep breath, and know you have the skills!
Steps
Step 1. Write the goals and the agenda
It is necessary to clearly define what you want to achieve with this conference, because it will determine all the other decisions you will make. Knowing what message you want to convey before organizing any initiative relieves the stress of things to do.
Step 2. Calculate your budget
You can't do anything without knowing how much money you have, then split the money into smaller budgets for conference venue, materials, and speaker expenses. Respect the budget and, if you delegate responsibilities, make sure that the assistants do not exceed the fixed economic ceiling.
Step 3. Choose the location of the conference
When doing site inspections, take into consideration the number of participants, the convenience of the location, parking and proximity to public transport, airports and hotels. Your goal is to find a suitable and easily accessible place for the participants.
Step 4. Decide on the menu
When organizing a conference, you need to remember that attendees won't want to go all day without a decent meal, and many won't know which clubs are in the area. Find out if there is the possibility of having a catering service to bring brunch, lunch and snacks to the venue, or if the venue you have chosen can provide restaurant service.
Step 5. Mobilize local staff to help you
If you've chosen a venue that often hosts conferences, you can tap into this invaluable resource; runs conferences every day, and should be able to answer any questions or concerns and give you advice when needed.
Step 6. Follow the whole process
Once you have defined most of the organization of the conference, do not leave anything to chance: review every lineup and every detail with the staff who helped you. Go to the venue the day before and meet with the staff to make sure everything is okay and to take care of the final details.
Advice
- Ask speakers in advance if they will need additional equipment for their presentations, such as a podium, televisions, large screens, or computers.
- Check if any of the conference attendees have any special dietary requirements to organize the menu.
- When comparing hotel prices, also be aware of the price of food, water, drinks, etc., as they can be very expensive.
- Keep the conference objective in mind when organizing the room, if an auditorium-type room with seating is more appropriate, or a room with chairs and tables for taking notes.
