Organizing conferences is different from organizing other events. Conferences are large scale events that require extensive planning and organization. Organizing a conference usually takes more than a year of advance planning to make sure that it is successful. Here are a few guidelines that help you in proper planning.
Start with the basics
Reputed events and conference management services firms advise clients to start with the basics like the date and time of the conference, purpose of the event, location, approximate number of attendees and so on.
Chart out a plan
Identify the different elements that are required for organizing the conference. These elements can include selection of venue, accommodation facilities, opening ceremony, registration for speakers, exhibitors and participants, travel and transportation arrangements, food and beverages, program of events etc. Include as many elements as possible in the list so that you do not miss out anything important.
Arrange the to-do list in order of importance
Once you have a list of all the essential elements for conducting the conference, arrange them in order of importance. Delegate the different tasks to team members and check all the completed tasks.
Select the venue
Once the date and time of the conference are fixed, start with the selection of venue. The venue should be easily accessible, should have all the facilities and amenities required to host the conference, should have the capacity to host all the participants comfortably and must be suitable for the purpose of the conference.
Plan the attendee registration process. How the attendees should register for the conference, how to confirm their participation, how to distribute name tags and badges for the participants are some of the important aspects in the process.
Exhibition areas and exhibitors
Large scale conferences have exhibition areas for sponsors and vendors to promote their products and services. Exhibition areas can help the conference organizers to earn revenue by renting the space. If your conference has an exhibition hall, plan the details like registration of exhibitors, how to allot space, distribution of name tags and badges etc.
Plan the other details
Once the major details like the venue, attendee registration and exhibitor registration are handled, plan the other details like contacting and finalizing the keynote speakers, finalizing the caterers and other vendors for organizing the conference.
If the whole process is overwhelming, hire the services of reputed event management companies which provide conference management services to ensure that your conference is well organized and successful.