Essential Points to Consider When Organizing a Conference

  • Features
  • Posted by: admin
  • May 15, 2013
  • Reading Time: 5 minutes

Setting up a business conference is not an easy endeavor. It takes a lot of careful planning, scheduling and assigning of tasks to different people. But organizers often end up spending the bulk of their time searching for the right venue when this time could have been spent focusing on the goals of such an important event.

In order to maximize your time and get your priorities in order, here are some relevant points you have to remember when organizing your event.


Who’s In Charge?

In this case, it’s safe to say that no man is an island. Can you imagine planning a significant event all on your own? Aside from finding a proper venue, there’s still the task of finding and obtaining different corporate event services such as catering, sound system and decorations; then there’s the budgeting and a hundred other tasks.


Setting up a big conference does not come easy and will involve a lot of brainstorming which you simply can’t do on your own. So pick out your own team members and assign tasks carefully. For example, someone who has exquisite taste in food will probably get to plan out the menu, call the caterers and other similar assignments.


What’s Your Agenda?

Each member of the planning committee should train their eyes on the goal for the event. Here are some questions that you should ask:

– Will there be an introduction to a new product or service?
– Is it going to be a motivational meeting for the sales team to bring in more clients?
– Who are the attendees? Is there going to be a guest speaker? Is it going to involve people who are not part of the company?

Knowing the agenda is essential to the success of the conference. With it in mind, you will know how to proceed and not waste your time on tasks that are not really needed.


When is the Big Day?

Some people would scoff and say that it’s not really important when the date is as long as everything is in place. It’s a big mistake if one is going to overlook the weather conditions, the season, and the prices. Attendees are most likely to attend and flock to conference centres if plane tickets are cheaper. During certain seasons and holidays, fares can also skyrocket and deter some people from attending. Whether the participants are actually paying for their own fare or the expenses will be handled by the company, it’s best to be aware of such information.


How Much Will You Be Spending?

Coming up with a budget is going to be a tough one. You would need to work this out with your company’s accountant. The accountant can give you an overview of how much you can spend. Once you have this information, you can appropriately allocate your funds and think of ways on how to add to the budget, like getting solicitations or a partnership with another company or brand. Guests will always expect to go home with a goody bag and most businesses will be glad to advertise their brand by giving out bags containing promotional items. This should help take care of the give-aways.


Knowing how much you can spend would also mean finally being able to decide where the event is going to take place.


Where Are You Going?

With a budget in mind, you can decide on where the conference will take place. But how can you choose just one out of hundreds of possible conference venues? Here are some points to consider to help you make the final decision:
How many participants do you have? It would be great to overestimate the number of attendees, but take care not to go overboard. You cannot put 30 listed participants in a function room made for 120 people, but you can choose a venue that can accommodate 50.

Does the location have access to restaurants or do you have to call a catering company to take care of lunch or dinner?

Will the venue help in promoting the company’s image?
Asking yourself these questions will aid you in making the right choice, one that is going to fit your budget and satisfy the participants at the same time.

Once you are done going through the points above, it’s best to come up with a checklist of the tasks you need to distribute to your team. As a leader, you should have strong organizational skills and presence of mind. Once everything is in place, you can then heave a sigh of relief and start planning the next one.

Author Bio

Debra Wright blogs about a plethora of topics including meeting venues in Business and Education and other fields. Wright considers Business Retreats Australia as one of the leaders in providing executive retreats.


Veronika Tondon is a business enthusiast with extensive experience in Invoicing & Payment Process. She has 6+ years of experience in Invoicera, the leading cloud-based invoicing solution as Invoicing Consultant. Sound knowledge in business process execution, offers end to end solutions for complete automation of business processes and AR/AP processes. Contact Veronica for your invoicing requirement.

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