Although many conferences are made as a discussion and they run naturally and fluently without any concept, they still need a lot of planning to do. From research until organizing, every aspect must be taken into consideration. If you are planning a conference, here are some useful advices for successful planning of conference. First condition […]
Although many conferences are made as a discussion and they run naturally and fluently without any concept, they still need a lot of planning to do. From research until organizing, every aspect must be taken into consideration. If you are planning a conference, here are some useful advices for successful planning of conference.
First condition to successful conference is forehanded planning. Small conferences can be planned in few weeks, but bigger conferences need even moths of planning. Such actions as renting a room and hiring a staff should be done even sooner. Longer time for planning will give more time to consider every detail and make a reserve plan if something goes wrong.
Take enough of time to think of basic things such as the auditory of the conference, topics and questions to discuss, dates, schedule etc. First make brainstorm to get the main ideas and then supplement them with ideas that come into your mind throughout time. That’s the best way how to make sure you won’t forget anything. Best ideas usually come into our minds only after the main planning has been made, so be prepared for that.
Separate planning should be done for location of the conference. There should be no variations, because, as it was mentioned before, room should be rented long time before the conference. When choosing the location consider not only the logistical aspects, but also the ideology of the place, facilities available, possibilities of accommodation etc. Think of what is important in your exact case, because the aptitude of the location differs a lot depending on specific needs.
Also very important aspect is the budget and other resources available. No matter how good and creative your ideas are if you do not have money and other means to make them become reality. After having appropriate plan of basic factors, calculate the costs of that. If you cannot afford something, think of something else. Always leave a reserve for unexpected costs and then everything should run smoothly.
Negotiate with vendors as soon as possible. Service providers are not always reliable, so better hedge of that. Make deals and sign contracts, so in case of any problems, you would be protected at least financially. Include all the important aspects for cooperation in the contract. If we are talking about service providers, also try to get lower prices, because usually they offer higher prices at first and see if the client is willing to pay.
Set very detailed agenda. The punctuality is very important when it comes to conferences. Set reasonable time for opening the conference and also of closing it. Better choose earlier time for finishing, because there might be some extra time needed if the audience is very active and willing to ask questions. In agenda also some entertainment should be included so the participants would be able to rest their minds.
And the last advice is to check everything more than one time. All the things mentioned above are very important and if you make some mistakes, everything can fail. Better check if everything is correct and also ask the providers if they will be in the top corner.