Many organizations conduct conferences from around the world. Organizing any kind of conference is a tough and demanding endeavour. It involves careful planning and preparation on the things to be done and requires enough time to do them.
Good conference management involves competent team members who are responsible for the tasks to be carried out before, during, and after the event. The team must be able to organize all aspects of the event in a systematic manner so nothing would be left out.
Here is an excellent guide for you to follow in conference management to make it a successful event. The procedures here are not in strict chronological order, hence you can start whichever step you deem available, to begin with.
- Choose and decide on a theme
All conferences need a theme and these themes usually are relatable, catchy, and prompt an emotional response.
- Develop a business plan and prepare a budget
A budget is essential in every conference even if it is sponsored. It is important to know the sources of your funds and where they are spent.
- Create your team
It is important that you create a dedicated team to hold responsibility in various areas in the negotiations, planning, and promotion of the conference.
- Find grants and sponsors
This step can be disregarded if you are funding the conference on your own. If not, then you can get grants and sponsors who will help you finance the event. Always remember to choose sponsors whose profile and values fit with your conference’s theme.
- Choose a date
Decide the date when the conference will be. The date must be way ahead with a window of six months until a year.
- Book a venue
Once the date is set, start searching for possible venues that would fit your requirements. This includes the cost of the venue, location, type, and other factors that are important to your activity.
- Arrange a catering service
Some venues have on-site catering. If this is not so, then you must get an external vendor. Decide on the refreshments and main menu during the conference.
- Have a roster of speakers
Start searching for resource speakers to focus on the theme of your conference.
- Register participants
Get people to participate in the conference. Provide for means on where they can conveniently register such as a dedicated website for the event.
- Promote the conference
Promote the event in all available methods to get the best response.
Preparing for a conference is a demanding activity. You need to have an excellent checklist on the things to be executed to cover all areas of the activity to make it successful.