How to Plan a Conference …. continued advice from the experts.

 

Step Three – Producing the Conference
To put the conference product in place you will to need to action the following:
Conference Budget:  This needs to be drawn up and must contain a revenue and expenditure section together with an actual column.  Always include a contingency figure, say 10% of the estimated total.
Programme:  Clearly identify you objectives so that both you and your speaker know what the conference is aiming to achieve and delegate expectations are met.
Marketing and PR plan:  You need to identify how are going to reach your target audience. Website will need to be designed or updated.
Event Schedule:  This is used to plot all the various activities that are talking place throughout the conference.
Step Four – Products and suppliers
Once you have produced you conference budget you can confirm your suppliers and product requirements:
Venue Finder:  Professional venue finders, who are experts on venues and offer an independent opinion are always a safe bet to use to ensure you select the right venue.  Your reputation is on the line if you chose the wrong venue!
Accommodation:  This may need to be placed on provisional hold if the conference venue cannot provide or has insufficient space.
Audio Visual equipment and production:  This is something either the venue can provide or you can source in-house.  Alternatively obtain up to quotes from conference / AV companies.
Catering, entertainment, transport, delegate bags etc:  Make sure you have thought of everything at this stage so that there are no surprises in the budget later on.
Marketing and PR plan:  You need to identify how are going to reach your target audience. Website will need to be designed or updated.
Event Schedule:  This is used to plot all the various activities that are talking place throughout the conference.

 

Charleville Park Hotel, Cork - midway between Limerick and Cork

Step Three – Producing the Conference

To put the conference product in place you will to need to action the following:

Conference Budget:  This needs to be drawn up and must contain a revenue and expenditure section together with an actual column.  Always include a contingency figure, say 10% of the estimated total.

Programme:  Clearly identify you objectives so that both you and your speaker know what the conference is aiming to achieve and delegate expectations are met.

Marketing and PR plan:  You need to identify how are going to reach your target audience. Website will need to be designed or updated.

Event Schedule:  This is used to plot all the various activities that are talking place throughout the conference.

 

Great meeting room, just outside Dublin.  Convenient to the airport also.

Great meeting room, just outside Dublin. Convenient to the airport also.

 

 

Step Four – Products and suppliers

Once you have produced you conference budget you can confirm your suppliers and product requirements:

 

Venue Finder:  Professional venue finders, who are experts on venues and offer an independent opinion are always a safe bet to use to ensure you select the right venue.  Your reputation is on the line if you chose the wrong venue!

Accommodation:  This may need to be placed on provisional hold if the conference venue cannot provide or has insufficient space.  Ensure there are enough gurestrooms for delegates or that there are excellently priced hotels within easy reach of the conference.  You don’t want your delegates arriving late as they were stuck in traffic.  Again, consult a venue finder on these.

Audio Visual equipment and production:  This is something either the venue can provide or you can source in-house.  Alternatively obtain up to quotes from conference / AV companies. Ensure  you get references, as getting the AV right on the day is essential!!

Catering, entertainment, transport, delegate bags etc:  Make sure you have thought of everything at this stage so that there are no surprises in the budget later on.

Marketing and PR plan:  You need to identify how are going to reach your target audience. Website will need to be designed or updated.

Event Schedule:  This is used to plot all the various activities that are talking place throughout the conference.

Source – In Any Event UK

For more expert tips on organising a conference or event – click here

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