Five Things to Consider when Planning Your First Conference

Conference planning is not an easy task and for large events, it is common to spend more than a year on the planning phase. The trouble with conference planning is there is an awful lot that can go wrong. It is also easy to get bogged down on minor details whilst overlooking important issues, such as provision of food, drink and audio visual equipment. However, with the right amount of planning, your conference will be a huge success, so if this is your first conference and you don’t have a clue where to begin, here are five things you need to consider in order to enjoy a hassle-free event. What Type of Event Are You Planning? Conferences come in all shapes and sizes, so it is important to have a firm vision of what exactly you are trying to organise. Who are you inviting and how long do you envision your event lasting? Small, inter-company conferences for less than a hundred people might only require a venue for a day whereas a global conference aimed at hundreds of delegates will almost certainly run over several days. Budget and Costs Organising a conference is not going to be a cheap endeavour. To prevent a massive cost overrun you will need to have a strict budget in place. Where is your funding coming from? Are there grants available to cover some of the costs, or are you charging delegates for a place at the conference. A sound business plan needs to be formulated at the beginning of the planning process. Look at where the money is coming from and what the costs are. If you get a handle on this, you will be able to stay in control. Find the Right Venue Choosing the right venue is very important, but it is pointless looking for an appropriate venue until you have decided what type of conference you want and what your budget is. Once you have nailed down the number of attendees and how much you can afford to spend, it is time to shop for a venue. Look at transport links, whether extra services are on offer, including accommodation, and whether you want a modern venue or something with more character. For venues London – Venuesearchlondon.com. Draw a Crowd A conference needs delegates in order to be a success, so some degree of marketing will be necessary. The more seats you fill, the more revenue you will generate. It is also worth remembering that a greater level of interest will also attract more sponsorship and advertising opportunities. Taking Care of the Small Stuff Once you have answers to the big questions, it is time to start thinking about the smaller details. Food, drink, event timetable, keynote speaker, and audio visual set-up are just a few of the issues you will need to co-ordinate, although you may find that the venue event management team are willing to organise many of the smaller details on your behalf. Conference planning needn’t be a huge headache if you are organised. So get planning and before you know it you will have your first successful conference under your belt.