Identify Clear Goals and Objectives for theConferenceDefine clear goals for the conference; you need todetermine the reason for this conference. You need to define, where you want tobe in comparison to where you are. In short, this is the reason the eventexists.
B. Createa ThemeThe secondstep to a successful and effective conference would be to create a theme. Youneed to ask yourself what is that one thing that you want people to take away fromthe conference. The theme needs to be short and memorable; it needs to besomething your target audience can relate to. You need to keep in mind thatthis theme is going to be a guide for all your branding and promotions elementsC. Createa budgetLookingat the time frame, I am assuming that the event will be financed by Festo.Theseare the things we should budget for. Venue Transportation Catering Speaker fees Activities Marketing Team members D.
PutTogether a TeamPersonally I prefer to put together a team after the goals, objectives and themeand the budget has been identified, looking at the constraint of time, itbetter to already have these four issues clear so that when the team comes in,they already know what they are working towards.Theteam will consist out of the following: Ø Planningteam:These are the people who will take care of the venue, accommodation,activities, catering.Ø Administrationteam: They will take care of the attendee registration, Budgeting and ticketsales. A person from this team will also be the core point of contact for queriesrelated to the conference.
Ø Marketingteam:They are responsible for contacting the media, managing our website and otherdigital platforms and creating promotional material.Ø Volunteers: It would be cost efficient to use our own staff,but if everybody’s hands are full it would be a good idea to organizevolunteers before-hand, they will be helping with all on-site activities on theday of the conference: ticket scanning, door management, keeping track of theguest list, ushering people in, handling the wardrobe, etc. E.
Settinga Date Nowthat we have a team in place we can proceed with deciding on a date.Lookat what is happening in the area around the time you had mind, make sure thatthe conference doesn’t clash with other main events in the area. Big events maycause flights to be more expensive or cause problems when it comes to attainingflights in general. Most people prefer to attend conferences during the weekinstead of weekends, so the conference needs to be during the week.
F. Choosethe LocationWecan proceed to looking for a venue.Whereit is possible,I like seeing the venue physically before confirming bookingThevenue for such an event should have the following characteristics. Ensure that the venue is big enough to carry all those guests A place that doesn’t have to much noise, so noisy metropolitan areas aren’t a good place to host conferences . Are there hotels nearby? Does the venue provide accommodation? I think that using a venue that include catering in the package is better, it minimizes the risk of an external caterer running late.
Is it easy for people to travel to the venue by public transport? Are there enough parking spots for those who drive? It is cost effective to choose a venue that has the right IT, audio, and video equipment? Does it have firm Wi-Fi access? G. Organizeyour SpeakersThespeakers “make” the conference, a concrete line up will attract the attendees.One way to attract the attendees would be to secure one well-known speaker, abig name that is respected in the field.
Create a list of potential speakers,then start making calls and writing Emails.H. Publicizethe Event Youcan make the event know to the general public. You can do this by means ofsocial media, changing your Email signature and putting it on the website. Fornow you can just have a general outline on the event and what matters will be discussed.One the speakers confirm their attendance you can gradually change theinformation on these media platforms by including the names of the speakers. I.
Createa Conference ProgrammeWritea first draft of the agenda with all theconfirmed speakers. Ideally, you want your agenda to be in place at least fourmonths before the conference starts.Ask yourself,what do the attendees expectto get out of this conference,what information would they like to learnabout,what sort of sessions will you have and for how many days will theconference be.This agenda needs to have a detailed timeline.J.
ManageYour AttendeesYou needto put together a functioning registration system for your attendees. I wouldrecommend a web-based ticket company because online registrations make iteasier for us to monitor.K. On-SiteParticularsDo adetailed walk through of the event from beginning to end. Be very critical atthis point because it will allow you toforesee problems that may occur on the day.
You need to have the whole teampresent and each person play their role so we could identify pitfalls. Discuss emergencyprocedures.L. DayOf The ConferenceEnsuresmooth running of the day, everybody must take their positions.M. PostConferenceSendletters of appreciation to all the speakers and the volunteers. You must emaila survey to all the attendees, this helps with feedback to see the rate ofsuccess of the conference.
Review all the invoices and write a report, file thereport with all the other important documents that were involved in thisconference. The selected team will be doing regularfollow ups until the day of the conference.