Planning a business conference can often be very time consuming and incredibly stressful. Planning any event can be difficult, but conferences involve high levels of attention to detail, along with pleasing many members of company management, often with differing opinions. If you have been stuck with planning your company’s next conference, be sure to follow these steps for a memorable and stress-free experience.
Create a Timeline
Creating a timeline is the first step in ensuring that your conference runs smoothly. To get the most out of your planning you should always create two timelines; the first should list everything that needs to be completed before your conference, including any deadlines, whilst the other should be a detailed timeline of the day, including arrival of guest speakers and catering deliveries. Having a working timeline will enable you to ensure that everything is happening as scheduled and that nothing is running behind time, giving you more control over the event.
Stick to your Budget
Before you begin any planning, you should always create a budget – this goes for any event that you may be organising. If you’re arranging a conference for your company, be sure to check with management about your budget and what needs to be included. Knowing how much money you have to work with, can enable you to shop around and get the best deals possible. Going over your budget can also prove to be disastrous, so always keep a detailed account of your spending.
Hire Reputable Suppliers
When organising a conference, there may be a number of suppliers that you will need to organise. Caterers, transport companies, hotels and equipment hire businesses are all suppliers that you may need to hire. When organising your suppliers always choose reputable companies, either that you have previously used or that have a reputation for being reliable and dependable. The last thing you need is no-show caterers or transport companies on the day.
Confirm & Re-Confirm Guest Speakers
While unreliable caterers can spoil your event, there is nothing worse than absent guest speakers; particularly when you have them scheduled as part of your daily timetable. To avoid disappointment, always check and double-check attendance of your guest speakers, well before the day. If your chosen speakers are unable to attend, at least you will have ample time to arrange another guest.
Employee an Event Management Company
While you may think that you can organise everything in house, it is often a smart idea to employee a professional event management company, when embarking upon conference planning. With various management team members to please and time consuming tasks such as organising caterers, it is commonly easier to employee the help of the professionals. Take the stress out of planning your next conference and enjoy the experience instead!