Conferences are a great experience. This is so for anyone lucky enough to be invited to one. A lot of hard work and planning comes into all of these. Hours and hours of work are put up. All this just so you can enjoy the experience at each conference. From hens night venues Melbourne bars and clubs to more laid-back spaces, our selection of the city’s top hen party venues guarantees a cheeky girls’ night out on the town.
Arranging a conference requires diligence. It also entails patience and proper timing. Some of the points to be considered include:
1.Make a Time Line of the Entire Conference
A timeline enables you, the planner, to be as organised as possible. It makes sure that you have a deadline set between each tasks. From the pre-conference, to the conference itself and all the way to the post-conference everything should be laid out into your timeline.
2.Delegate your Tasks, But Not Too Much
Arranging a conference is a very tough task. You, as head organizer, need to delegate you tasks. Choose people who are competent enough to handle the job. Pick your teams wisely. You will be depending a whole lot on them to make sure the entire thing will run smoothly.
It doesn’t mean that you overdo your delegation of tasks. You should have enough teams but not too much. This is so because as head, you have to be aware of everything that happens in your preparations.
3.Pick Dates
Dates are probably the second most important thing in planning a conference. This is aside from the actual conference itself. Pick a date that is convenient for all those who are involve, especially the participants. For example, arrange a conference during summer for students or weekends for businessmen.
Dates are crucial to the success of your conference. It will determine how much people are available. It can also be a measure of how much people may want to attend the conference.
4.Send Notice
You should let all involved know when the conference is expected to happen. The earlier this is, the better. Sending notice will let your participants, speakers and fellow organisers to include the event on their plans. Send notice with too far date and they may not be able to make it. Send too early and they may later on decline the invitation because of something coming up.
5.Pick the Right Place
The place where you hold your conference need not be fancy. It can be anywhere as long as it is convenient for everyone. It should be easily accessible. This is so especially for your participants and speakers.
There should be enough transportation present in the place of your conference. Some participants may be discouraged if your chosen place is either too remote or inaccessible to public transportation.
6.Pick you Speakers Well
This is probably the life of the conference. Your speakers will determine whether your conference will be fun and successful. Picking the ones who are knowledgeable and established in their fields is advisable. They will have the credentials that your participants can count into.
7.Have a Good Estimate of the Over-all Expenses
Of course you should calculate how much everything would cost you. You can then work out the fees you can charge to your participants. These costs would include bookings and speaker fees. The materials, transportation, food, ads, invitations, accommodation and other costs should also be considered.
After all of these are done, remember that conferences need to be something fun. It should be an event where participants can learn and have fun at the same time. Fill it with activities where your participants can enjoy and learn something at the same time. You, yourself, should enjoy organising everything. Enjoy despite all the hard work it entails.