There are a lot of factors that need to be organized correctly for a successful business event or conference. These range from picking the right venue to the less obvious things such as choosing the projector for the screen size and level of room light.
Here are some tips to help people how to organize events and help to make the day go smoothly.
Set A Goal And Share It
Think about what you want to achieve with the conference. Write this down then start going through each step, adding detail as you go. This may seem obvious but people can just assume they know the general goal for the event which can lead to confusion with the other people in the event.
By laying down the plan you’re making it clear to yourself and just as important to other people involved.
You see, it can be quite frustrating for the conference attendees to take part in the event where they find it doesn’t match to what they were hoping to get out of it. So share the goal in detail with the attendees before the conference.
Make A Checklist
This is another basic tip but something I’ve seen neglected before. It’s simple; each time you think of something that needs to be organized or purchased, add it to the checklist, along with a date when it needs to be completed.
If you’re organizing everything by yourself then you need to think about the seating plan. This can vary depending on which type of conference you’re trying to organize.
The seating plan can have a great effect on how concepts are communicated in the conference.
For example; if the event is trying to get across a new concept which requires the attendees to write down notes then it is best to setup desks in a series of rows, facing one desk (which will host the speaker) at the end of the room, usually with the projection screen.
Or you can organize a brain storming conference where chairs would be best located in a semi-circular shape around a table.
There are various software and online applications which you can use to help you with this. Here is an example of one such software.
Set A Budget
Setting and sticking to a budget should be high on your priority list. Yes of course you want to impress the attendees and it’s important to not to skimp on the venue and equipment but it’s important to keep referring to your budget when making the decisions when organizing the event.
Now we move onto choosing the venue itself. You can either choose a generic event venue which can be hired for all kinds of situations or you can book a venue which offers a specific conference service.
When I say a generic venue I’m referring to small halls and such like. What you’ll usually find with these is you’ll need to organize most the details yourself.
With a venue that has a specific conference service they will usually offer to organize various aspects of the conference or even the whole event for you. For example, they may setup the seating plan and projector for a demonstration type conference.
When you’re checking out various venues, it’s also a good idea to find out what other facilities they have on offer to entertain the attendees before the main conference and during long breaks.
Don’t Assume Technology Works
I like using technology; it’s a great help in everyday life and home and work but it can fail. And it always seems to fail at the worst moment, while you’re trying to give a presentation for example.
So it’s important that you setup the equipment that you’ll be using on the conference in advance and go through a test run, using the equipment as you would on the actual day.
The article you just read was brought to you by Jack Hopkin, a writer online who works with RiverRidge Retreat a venue in Otago(New Zealand) and you can check here for their conference page.
Photo Credit: zigazou76