If you are responsible for planning a conference, there are many things to consider. The following tips will help you plan and guarantee that the conference you hold is very successful.
Start planning at least a year before the conference if you have the luxury of time. Collect the Committee to help you plan. You will immediately see how much involved to make the conference run smoothly. Select the date and time for the conference, and check the national calendar to ensure that there is no holiday or other big event that occurs at the same time.
Find a great place to hold a conference. Make sure this facility is large enough to accommodate the number of people planning to attend. When you have disconnected facilities, make sure you have all the right paper work in terms of contracts, licenses, etc. If you hold a large group, you have to think of hotel accommodations for those who attend the conference. You also have to make arrangements for food and entertainment. Transportation to and from the convention can also be a concern you have to deal with.
Build regular meetings with your committee to ensure that you are all on the same page. Always make sure the committee follows their time line and makes it clear who does what. Make sure you are in constant contact with personal facilities to discuss menus, etc. Set the conference tone and decide with the head of the organization what will be seen by the conference program. Contact the presenter and make sure there are deadlines for their receipt or decrease to be present at the conference. After you have a presenter, start setting a presentation schedule, college, workshop and social activities. Contact each presenter with all relevant details, and give them a tentative schedule. Give presenter of other people’s names to attend and present the Convention if they want to communicate with each other.
Work with graphic design companies to produce quality brochures and distribute material. Use the website if you have one to promote the Convention. If you don’t have to consider setting it only for the conference to allow online registration, proposal submission and updated information. On the Conference Day, make sure the registration is set and orderly. Share a business card to each participant and save the database of all present. Monitor your expenses and make sure you report the expenditure sheet at the end of the event.