Are you in charge of planning a major conference or event? Putting together such an event can be a really big task that can involve organising a lot of factors. You will need to think about the conference venue, the location, the catering, the technology involved and many other factors. It can be a little bit complicated, so make sure that you have a clear plan and that you stay organised.
When you are planning a conference, here are some helpful tips you can keep it mind to ensure that things go smoothly.
Remember to Identify The Purpose of the Conference
Sit down with the planning committee of the conference and talk through what the end goal of the event will be. Is the goal to educate the public about a topic, or to generate revenue? Is it to secure new clients or to get publicity?
It might take a bit of time to think about the objective of the conference, but it is an important thing to do. When you have a clear goal in mind you will be able to plan a conference with this objective in your sights.
Put Together a Budget
Figure out how you will pay for your event and how much you can afford to spend. When you determine the budget you can divide it up into how much you will be able to spend on each aspect of the conference – from the venue to the catering to the guest speakers to the decoration.
Don’t forget to include other costs, such as the expenses for marketing the event or paying for any free giveaways. You might also want to add in an extra 10-15% in an emergency fund in case expenses run over. You could get in touch with organisers of previous conferences to learn more information about how much a similar event cost them.
Get Help From a Team
Don’t forget about the fact that you can recruit a team to help you plan the conference! From programming to finance to logistics to marketing, there are many different areas involved in planning a conference and having a team to help you will make the task much easier.
Don’t be shy about asking for them – there are probably a lot of people who would like to be involved. Choose your team carefully and look for people who are passionate about making the event a successful. You can delegate tasks to your team and also enrol volunteers to help you during the event itself.
Negotiate with Vendors
When you are working with specific vendors or Cheshire conference venues, it is always possible to negotiate with them on the prices and packages that they have to offer. They want your business, so they will usually be happy to tweak their offerings until you are satisfied.
When you reach an agreement with the service provider make sure that you get the contract in writing so that you can look back on it later if necessary. If you like the vendor and they do a good job with your conference, you will be able to use their services again and again for any future conferences you have.
Make a Detailed Agenda
When you are setting up your conference it is important to create a detailed timeline so that everyone can see when each of the events is being held. A conference shouldn’t start too early, around 8am or 9am is a good time. It also shouldn’t end too late, after 4pm you will start to lose the interest of most people and they will become hungry for their evening meal.
Make sure that you leave enough room in the schedule for people to have meal breaks, such as a lunch break in the afternoon and a snack break in the morning and the evening. Also, don’t schedule the events too close to each other or people won’t have enough time to get from one lecture or workshop to the next.
These are just a few important tips that you should remember when you are planning a conference at a place like Carden Park in Cheshire. With a little bit of strategy and planning, your conference will be a successful event that will draw visitors from all over the area and help you achieve your goals for your business.