W42 Events Guide to.......Planning a Conference

Planning a Conference

There are plenty of things to consider when organising a meeting or conference. The following will give you an idea of what to think about when planning an event.

Venue Selection

Ask plenty of internal questions:

· Ask the budget holder about the location

· Request a profile of the attendees

· Is there any flexibility in the chosen dates

· Find out the purpose and what they want to achieve from the event

· Consider how the success of the event is going to be measured

· Think about how the audience is going to be invited and how will they reply

· What is the risk

The key issues that can affect your venue are:

· Dates

· Layout and Style of your meeting rooms

· Setup time

· Experience of the team running the event

· Timings of the event

· Pre-event organisation

· Day of the week

· Most of all - communication

· Complexity of turnarounds

Budget Considerations

This is not exhaustive but gives you an idea of what to look and plan for:

• Pre-Event Research • Registration System

• Collateral • Administration of Bookings

• Invitations • Advertising

• Website

Event Costs

· Venue hire

· Accommodation, Guests & Crew

· Catering

· Entertainment & Speakers

· Equipment

· Transport of support staff & literature

· Production

· Transport logistics

· Badges

· Webcasting, videoconferencing & interpretation

· Delegate packs

· Event management and on site management

· Theming

· Insurance

· VIP upgrades

Potential event income

· Exhibitors

· Advertisers

· Sponsors

· Charging delegates

Post Event Evaluation

· Questionnaire either online or paper

· Production of post-event replies

· Telephone feedback campaign

· Collation of replies

Contingencies

· Non-arrival of speakers

· Costs of venue not being available (e.g. due to flooding or fire)

· Weather

· Loss of production set or literature

Suppliers

How to find the best suppliers:

· Recommendation

· Testimonials from potential suppliers

· Speak to the venue directly

· For creative events, ask the supplier to present you with previous work

Prepare an event checklist to cover

· Equipment supplied & works

· Accessibility/Disabled access

· Accommodation & rooming lists

· Cleaning & inspection

· Speakers schedule

· Pre-event team briefings

· Delegate packs & badges

· On-site team briefings

· Delegate numbers

· On-site event manuals

· Catering/Dietary requirements

· Security (equipment & human)

· First aid kit/First aider

· Presentation IT compatibility

· Risk assessment

· Conflicting Events & timings

· Health & Safety policy

· Suppliers: AV, production

· Public liability insurance

· Communication, walkie-talkies

· Car parking & signage

· Transport & taxis, coaches

· Event signage

· Cancellation criteria

· Event branding

· Comprehensive event contingencies

Key points to consider

· Achieving the event objectives

· Contract; checked by event professional & signed

· Delivery of materials: literature, delegate packs, badges, exhibition stands, etc.

- using reliable couriers is essential

· Check all accommodation arrangements

· Give the transport company a full schedule of pick-up times

· Set up: all suppliers briefed on logistics schedule and fully aware of timings

· Briefing meeting: meet all the suppliers involved: AV, Entertainment, Venue & event co-ordinator, chef, bar staff, waiting staff, etc.

· Final Check: registration table, conference room layout and set up, dining tables, presentation,

equipment in working order, correct event name on the venue reception, signage, delegate packs, entertainment & theming

· During the event: important to keep to the logistics schedule and make sure that it is running on time (for larger events it is a benefit to have walkie-talkies to keep in contact with all suppliers)

Evaluation Tools

Feedback Questionnaires before departure gives a higher return rate, but you could also carry out a telephone questionnaire, or email an online link after the event. Offering an incentive for returning the form increases the return rate

Summary

The process need not be daunting. By working in partnership with a professional event planner like W42 Events, you can be sure that all basses are covered. We can work independently or as part of your extended team - but always in partnership. Check out our website link below and give us a call to discuss your event planning requirements.

Visit www.website42.com

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