Planning Your Conference
Conferences, seminars and corporate events need extensive and meticulous planning and attention to detail. The most memorable corporate events play out like clockwork due to the preparation carried out in advance. Only by putting in solid foundations can you develop the right atmosphere to ensure a beneficial experience for all involved in your event.It pays to start the planning process as far as possible in advance, with all the elements in place well before the start date. Putting things on the long finger is a recipe for disaster. Only if you have a coherent planning timetable will you be able to react to any setbacks or short notice withdrawals.
Developing a clear theme that informs every aspect of the event can help focus your planning processes. The choice of theme can inform the venue you choose, the speakers you invite, the audience who attends, the catering and hospitality requirements, the IT and AV equipment you utilise and the marketing approach you employ. It also makes it much easier to quickly make decisions and judgement calls to shape your event.
Planning a large event or conference requires a full team pulling together. Choosing your team members carefully, and ensuring you have the necessary skills and competencies to call upon, is a key building block in the planning process. This can involve enlisting help from inside your organisation or calling on specialists and consultants from outside.
It's obviously important to let everyone involved know the when, where, how and why of your event as soon as possible. This does not just include audiences and participants, it means contacting potential contributors, partners, sponsors and exhibitors. If you are organising an internal company event, choose a suitable date and inform everybody (managers, supervisors, attendees etc) well in advance. Trade publications, internal newsletters, websites and email campaigns are all relatively inexpensive ways of getting the word out.
Choosing the right speakers and contributors is vital. Guest speakers and external trainers need to be thoroughly vetted in advance. Even if someone is renowned for their published work, they may not be polished live performers. If you can't attend another session in advance, maybe you can view a video clip or DVD of them in action.
When looking at possible conference speakers consider their potential impact and relationship with the audience. Content is obviously a vital consideration, but style and tone can be very important too. Choose a speaker who will communicate with the expected audience in terms they can relate to. Don't return to the same old reliables; a fresh voice can re-energise an annual event in danger of growing tired and predictable.
There are a number of different materials and peripherals that may be required. Programmes, promotional material and websites, name-tags, schedules, gift packs, flyers and posters may all have to prepared involving work with design teams, sponsors, partners, printers, couriers and the venue.
Preparation continues right up to the first whistle. Make sure everybody knows where they have to be, and at what time, on the day. This includes your hosting team, contacts at the venue, speakers and contributors, and of course the participants or attendees. All of the audio-visual and sound equipment should be tested and checked in advance. Welcome or information points, decorations and other peripherals should be in place the day before if possible.
Have your team of fellow organisers and helpers on site early on the morning of the event. Eating breakfast together at the venue can set you on the road to a successful day. Make sure everyone knows his or her role and tasks. Staff should also be aware of emergency plans and exits should the worst occur.
Finally, feedback forms can be distributed and collected from all participants on the day to determine satisfaction levels from everyone involved. Invaluable information, hints and ideas can be learned to help plan your next conference or training event.
A conference, seminar or training event should be a fun and fulfilling experience for all concerned, including the organising team. You will of course want everything to run smoothly on the day, but sometimes even the best laid plans go askew. It is not your fault if planes are delayed, for example, or there is a temporary power failure. But if you have organised the event correctly, people will understand and work with you to ensure that the event is a success.
