Conferences are very important for business. The following conferences are distinguished by their purpose and style: highly specialized and large-scale; international and national; business and educational; anniversary and memorial. How to organize an event? The success of any event (not only a conference) depends on two factors: the degree of its preparation and the atmosphere of its holding. That is why the first thing you should start with is planning. You need to determine the form of the event, the topic, the range of issues to be discussed, the venue, potential partners and participants. You should also think about the financial side of the issue, including the need and feasibility of introducing an organizational fee. Don’t forget to discuss this issue with your organization’s accounting department so that the estimated financial costs can be allocated to specific cost items.
TOPIC. Before organizing a conference, you must clearly understand the purpose of the event. When you decide on the goal, it will most likely lead you to a particular topic. It is important that the topic is as clear as possible not only for you as the organizer, but also for all possible participants. Looking ahead, we can say that this point also includes the topics and plans of the speakers. It doesn’t matter if it’s an open conference or an invitation-only event – you need to be aware of the topics of the participants’ presentations.
DATE. It would seem that everything is very clear here – you need to follow the calendar of events and choose the most free day so that your event is attended by as many people as possible. But, quite often, this simple rule goes unnoticed. Keep a close eye on what other events are expected during the period of your forum.
NEED TO KNOW: When choosing the day of the event, it is better to avoid the date of your competitor’s conference. You have the same target audience, and therefore you may face the fact that, having spent money on the organization, you will not get the desired result. You should also avoid dates of official and religious holidays, important social events. When organizing a conference, you also need to take into account the holiday season and vacations.
Delegate DUTIES. There is no need to try to take everything into your own hands and handle all the responsibilities yourself. The ideal option in this case is to properly delegate responsibilities to professionals. Let a specialized company not only book conference rooms for you, but also organize catering, arrange for an interpreter if necessary, meet your guests and arrange their accommodation.
FINAL CHECK. It will not be superfluous to check your full readiness for the event the day before. Make sure that you have all the handouts ready, that all the speakers have confirmed their attendance and know how to get to the venue. Check that all your employees know who is responsible for which area of the event, and that you have the presentations in hand