Planning a conference

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 are going to be invited and how will they reply
• What is the risk?

The key issues that can affect your venue are:

• Dates
• Day of week
• Timings of the event
• Complexity of turnarounds
• Setup time
• Layout and Style of your meeting rooms
• Experience of the team running the event
• Pre-event organisation
• Most of all - communication

Budget Considerations

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

Costs for marketing:

• Pre Event Research
• Collateral
• Invitations
• Website
• Registration System
• Administration of Bookings
• Advertising

Event Costs:

• Venue hire
• Catering
• Equipment
• Production
• Badges
• Delegate packs
• Accommodation, Guests & Crew
• Transport of support staff & literature
• Entertainment & Speakers
• Theming
• VIP upgrades
• Transport logistics
• Webcasting, videoconferencing & interpretation
• Event management and on site management
• Insurance

Potential event income:

• Exhibitors
• Sponsors
• Advertisers
• 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

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

• Equipment supplied & works
• Accommodation & rooming lists
• Speakers schedule
• Delegate packs & badges
• Delegate numbers
• Catering/Dietary requirements
• First aid kit/First aider
• Risk assessment
• Health & Safety policy
• Public liability insurance
• Car parking & signage
• Event signage
• Event branding
• Accessibility/Disabled access
• Cleaning & inspection
• Pre-event team briefings
• On-site team briefings
• On-site event manuals
• Security (equipment & human)
• Presentation IT compatibility
• Conflicting Events & timings
• Suppliers: AV, production
• Communication- walkie-talkies
• Transport & taxis, coaches
• Cancellation criteria
• Comprehensive event contingencies

Key points to consider

• Achieving the event objectives
• Contract; checked by legal 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: important to have a briefing with all 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 Talkie's 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, online & email a link after the event and event offer an incentive for returning the form