Q. Where do I begin with planning
a conference?
A. Many things can go wrong during the initial
stages of planning a conference. You should ask yourself, "Why
are we doing this?", as for obvious reasons there is little
purpose in running an event for the sake of it. Conferences cost
time and lots of money, but can be extremely effective, for example
launching a new product.
Q. How do I tailor to a specific
audience?
A. You must remember the audience are the most
important aspect of an event. You should try to profile your target
audience, sex, age, nationality, knowledge, who they work for and
so on. This will help when planning your event, as you can totally
tailor for your specific event making sure your services reach the
right people.
Q. In what sort of structure/format
should the conference be?
A. Many events fail in this area as they haven't
been structured well. Remember the audience and your objectives,
also the evenings can be very useful for team building events.
Q. What kind of venue should I
use?
A. This can adversly affect the success of your
event. You should create a specification i.e. location, size, style,
flexibility, car parking, accessiblity, availability, and so on.
It is worthwhile to use a company to arrange the venue for you,
click here to contact us to find a conference venue foe you.
Q. How should I plan specific details?
A. When planning for the details you should create
a list of elements that need to be planned. For example, timings,
any outside help required, presenter breifings, displays, hand out
brochures, equipment, stage layout, audience greetings, follow ups,
assessments.
Q. Who should oversea the whole
project?
A. It is a good idea to allocate a person to oversea
and run the whole event. The chosen manager should create an event
team, responisbility for activites, timings, and budgets should
be given to individuals.
Q. Should I rehearse the show?
A. It is advisable to rehearse the event, as they
say, 'practice makes perfect'. It won't be possible for you to use
the actual venue or possibly even the same equipment. However, you
will be able to rehearse the running order, material, visual aids,
and so on.
Q. When should I set up the conference?
A. Most people set up the night before the event,
this also gives the speakers the opportunity of rehearsing for a
last time.
Q. How do I make sure the event
runs smoothly?
A. You should walk around the venue with a note
pad and get all problems solved. Is it easy for your audience to
find you? Has everyone got indentification? Have you got people
to meet and greet and seat people? There are many factors you must
think about to make sure your event runs well.
Q. Is it possible to see if the
conference worked well?
A. Yes, it is important to assess how effective
the conference was. You can use an exit poll or a post questionnaire
2 weeks after the event, your event manager should make a report.
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VENUES to make an enquiry to find conference hotel
accommodation or a venue for your conference, meeting or training
event
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