How to plan a conference

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How to Plan a Conference
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• There are many steps to planning a conference.
  Much attention has to be paid to details, because
  delays or technical problems can discourage
  attendees from returning for future events and
  planning a conference can involve a lot of work
  .Professional organizers such as be entertained ,
  often ensure the event is flawless with attention
  to detail.

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Location and Logistics

• Some organizers will have space within their own
  company in which to hold a conference, but others
  may need to locate an outside source. Estimate
  how many attendees there will be and make sure
  the venue has enough space and seating to
  accommodate everyone.
• Some hotels have conference rooms, so the
  organizer may be able to get discounted room
  rates for out-of-town conference attendees.
• The organizer will need to set up a schedule of
  events, including sessions and workshops. This
  will involve contacting all speakers and finding
  out what they will need. Once this is in place, a
  registration form can be sent to potential
  attendees listing all the conference information.
  Once the registration forms start coming back,
  the organizer can estimate how many attendees to
  expect.

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Food and Leisure

• While registration is going on, the organizer
  must think about other details. Will food be
  provided and if so, which meals? Some conferences
  provide breakfast, lunch, and dinner, while
  others provide snacks and drinks. Again, if the
  conference is being held at a hotel, the hotel
  may be able to provide meals for attendees. If
  not, consider catering, and decide whether to
  offer special meals for those with particular
  dietary needs. At the very minimum, there should
  always be beverages such as water, tea, and
  coffee offered to attendees for the duration of
  the conference.
• Some conferences offer after-hours events for
  attendees to attend local attractions together.
  Consider what the host city has to offer, and
  remember that a positive experience outside the
  conference will help leave a good impression of
  the whole event.

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Providing Supplies and Materials

• There are some supplies that should be readily
  available on the day of the conference, including
  plenty of tape ,tacks, pins, staplers, and
  scissors. The organizer should have enough blank
  name tags for all attendees if premade name
  badges are not going to be provided. If there
  will be some attendees paying the day of the
  conference, a receipt book will be needed. There
  should also be a clearly labeled registration
  area set up in the lobby of the conference venue.
• Each attendee should have a written agenda of
  events for the conference. This includes the
  times and dates of sessions and workshops as well
  as the presenters name and information. Each
  attendee should get a conference bag that
  contains the agenda as well as any giveaways the
  local business are willing to provide.

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Special Equipment

• Make sure to test computers, internet
  connections, projectors, and other audio visual
  equipment before the conference to make sure
  everything is in working order. The day of the
  conference, there should be plenty of personnel
  to help attendees and presenters with any needs
  they may have. The organizer may need someone to
  make replacement badges, get cash to make change
  for registration, or procure last-minute audio
  visual equipment. Make sure to have a clear idea
  of whom to consult if any issues arise during the
  conference.