A. of the venue, accommodation, activities, catering. Ø

A.   Identify
 Clear Goals and Objectives for the
Conference

Define clear goals for the conference; you need to
determine the reason for this conference. You need to define, where you want to
be in comparison to where you are. In short, this is the reason the event
exists.

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B.   Create
a Theme

The second
step to a successful and effective conference would be to create a theme. You
need to ask yourself what is that one thing that you want people to take away from
the conference. The theme needs to be short and memorable; it needs to be
something your target audience can relate to. You need to keep in mind that
this theme is going to be a guide for all your branding and promotions elements

C.  
Create
a budget

Looking
at the time frame, I am assuming that the event will be financed by Festo.

These
are the things we should budget for.

Venue
Transportation
Catering
Speaker fees
Activities
Marketing
Team members

 

D.  
Put
Together a Team

Personally I prefer to put together a team after the goals, objectives and theme
and the budget has been identified, looking at the constraint of time, it
better to already have these four issues clear so that when the team comes in,
they already know what they are working towards.

The
team will consist out of the following:

 

Ø  Planning
team:
These are the people who will take care of the venue, accommodation,
activities, catering.

Ø  Administration
team:
 They will take care of  the attendee registration, Budgeting and ticket
sales. A person from this team will also be the core point of contact for queries
related to the conference.

Ø  Marketing
team:
They are responsible for contacting the media, managing our website and other
digital 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 organize
volunteers before-hand, they will be helping with all on-site activities on the
day of the conference: ticket scanning, door management, keeping track of the
guest list, ushering people in, handling the wardrobe, etc.

 

E.  
Setting
a Date

Now
that we have a team in place we can proceed with deciding on a date.

Look
at what is happening in the area around the time you had mind, make sure that
the conference doesn’t clash with other main events in the area. Big events may
cause flights to be more expensive or cause problems when it comes to attaining
flights in general. Most people prefer to attend conferences during the week
instead of weekends, so the conference needs to be during the week.

F.   
Choose
the Location

We
can proceed to looking for a venue.

Where
it is possible,I like seeing the venue physically before confirming booking

The
venue 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.  
Organize
your Speakers

The
speakers “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, a
big name that is respected in the field. Create a list of potential speakers,
then start making calls and writing Emails.

H.  
Publicize
the Event

You
can make the event know to the general public. You can do this by means of
social media, changing your Email signature and putting it on the website. For
now 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 the
information on these media platforms by including the names of the speakers.

 

I.     
Create
a Conference Programme

Write
a  first draft of the agenda with all the
confirmed speakers. Ideally, you want your agenda to be in place at least four
months before the conference starts.Ask yourself,what do the attendees expect
to get out of this conference,what information would they like to learn
about,what sort of sessions will you have and for how many days will the
conference be.This agenda needs to have a detailed timeline.

J.   
Manage
Your Attendees

You need
to put together a functioning registration system for your attendees. I would
recommend a web-based ticket company because online registrations make it
easier for us to monitor.

K.  
On-Site
Particulars

Do a
detailed walk through of the event from beginning to end. Be very critical at
this  point because it will allow you to
foresee problems that may occur on the day. You need to have the whole team
present and each person play their role so we could identify pitfalls. Discuss emergency
procedures.

L.   
Day
Of The Conference

Ensure
smooth running of the day, everybody must take their positions.

M.  
Post
Conference

Send
letters of appreciation to all the speakers and the volunteers. You must email
a survey to all the attendees, this helps with feedback to see the rate of
success of the conference. Review all the invoices and write a report, file the
report with all the other important documents that were involved in this
conference.

 

The selected team will be doing regular
follow ups until the day of the conference.