| The term conference can be used to describe any | | | | and presenters that will act as an attraction. Few |
| meeting of people to 'confer' on a certain topic. Far | | | | things can do more damage to a beautifully |
| removed from the stereotypical 'year-end company | | | | conceived conference than inappropriate topics or |
| conference' which is just an excuse for the whole | | | | incompetent speakers. Usually your speaker needs |
| company to pull into a posh hotel and have a | | | | will depend on the topics to be addressed, but |
| weekend long party, the planning and execution of a | | | | sometimes this may get reversed. If a speaker is |
| successful and effective conference takes a lot of | | | | selected because of his or her reputation for making |
| time, discipline and commitment.Depending on the size | | | | dynamic presentations and the topic is determined |
| of your project, successfully planning a conference | | | | solely by the speaker's preference, this can lead to |
| includes the following:* Setting up of a Conference | | | | an unpleasant surprise when the topic is out of sync |
| Planning Committee.* Accurate budget planning.* | | | | with the purpose of the conference.One way to |
| Selecting an appropriate conference venue..* | | | | avoid this problem with speaker topics is to put out a |
| Negotiating agreements and contracts with all the | | | | call for papers. Speakers can then be chosen from |
| necessary parties.* Sourcing speakers and presenters | | | | respondents. The other method is careful planning by |
| relevant to the purpose of the conference.* Planning | | | | the Conference Planning Committee, the coordinator, |
| the program.* Executing the conference plan.Besides | | | | and the sponsor. If the people responsible for the |
| these factors, you also need to consider what | | | | conference have done their homework, they will |
| specific purpose your conference will be heading. | | | | know what topics they want to cover, and their job |
| Conferences can be presented as either incentive | | | | will be narrowed to searching for speakers with |
| events, training courses, sales conferences, seminars | | | | expertise on the chosen topics. |
| and/or workshops, and these various themes pose | | | | Planning the program of the conference is a very |
| differing challenges in planning and execution.The first | | | | important process, as it can be done in any number |
| step in planning your conference is assembling a | | | | of different ways. An effective program can serve |
| planning committee and appointing a Conference | | | | to add impact to high quality sessions, where as a |
| Coordinator. The size of your planning committee | | | | poorly planned schedule will see conferees losing |
| should be relevant to the size of your conference, as | | | | interest in activities that should be attracting the |
| an oversized committee can lead to a lack of | | | | most attention. Below are some tips to ensure your |
| organisation and indecisiveness. Essentially you should | | | | schedule is as effective as possible.* When overnight |
| look for persons to serve on your committee who:* | | | | accommodations are required, schedule registration |
| Are qualified to serve due to their experience on | | | | periods and events after hotel check-in is available |
| substantive issues.* Are dependable.* Are able to | | | | and before check-out is required.* Vary events |
| accept responsibility.* Work well with others.* Can | | | | between those with no alternatives and those that |
| make decisions.* Can abide by the decision of the | | | | offer choices.* When a conference lasts longer than |
| majority.The Conference Coordinator can either be | | | | a day, schedule free time.* Spread intense sessions.* |
| appointed internally or externally, in other words, | | | | Schedule sessions with stimulating presentation |
| either one of the existing members of the | | | | methods after lunch.* Schedule breaks in between |
| committee, or a person who is exceptionally skilled in | | | | sessions.* When conferees are "on their own" for |
| conference planning and is contracted from an | | | | lunch, provide information about restaurants, prices, |
| outside agency for their services. Although it is more | | | | and service time.* Large groups need more time for |
| common to choose a person already serving on your | | | | networking than smaller groups.Execution of the |
| committee, hiring an external coordinator allows the | | | | conference plan begins with registration and ends |
| committee members to keep focused on the | | | | with evaluation. Now the time has come where |
| matters more central to their usual jobs. The work | | | | months of preparation will pay off, providing it is all |
| of the Conference Planning Committee is a part-time | | | | executed as planned. The process of registration |
| responsibility; for the coordinator, the conference can | | | | should be a fast and simple process, whether it is in |
| become a sole assignment!A conference budget | | | | advance or on-site. Avoid tedious, complicated |
| should be prepared through a thoughtful process | | | | registration forms, they are not a survey; only ask |
| involving the sponsor, planning committee and | | | | for information you need. For on-site registration, |
| coordinator. The coordinator should be in full control | | | | make sure that you are well prepared. Create a |
| of the budget, for if payments are approved by | | | | checklist of everything you need. Make sure the |
| someone other than the coordinator, it will be difficult | | | | registration area creates a flow of traffic and that |
| to hold him/her accountable for expenditures. A | | | | there is adequate staff for the amount of |
| budget should not be seen as a financial document, | | | | registrations expected.During the conference it is |
| but rather as a planning and management control | | | | important to make good use of signs; this ensures |
| document. It is a listing of all anticipated expenses, | | | | that conferees never become disorientated with their |
| funding sources and projected revenue. Part of | | | | surroundings. It is very important to keep to the |
| preparing a conference budget requires compiling a | | | | agenda. Changes are sometimes unavoidable, but |
| split folio. This is a division of expenses which lists the | | | | make sure that if a change has to be made to the |
| charges covered by the conference master account | | | | schedule, that it is well publicised. During the |
| and individual guest charges.The important thing when | | | | conference, the coordinator's time is in great demand. |
| deciding on a location to hold your conference is to | | | | Delegation plays a key role in the smooth running of |
| give yourself time. The more time you have to | | | | a conference, but is worth nothing without a well |
| choose a site, the better your options will be. | | | | trained and informed group of staff |
| Matching your conference with the right type of | | | | members.Evaluation can give a qualitative measure of |
| facility is essential, for instance, if you are planning | | | | any or every component of the conference; this |
| you conference with a lot of free time, the | | | | aspect alone gives it value. Additionally, evaluation can |
| conference centre should be located close to local | | | | be a valuable tool in planning next year's conference. |
| restaurants and attractions. On the other hand, if | | | | The most common method of evaluation is the use |
| conferees are flying in for a one or two day | | | | of an evaluation form. The form is designed as a |
| stop-over, keeping it as close to, or at the airport, | | | | questionnaire to gauge conferees' reactions to and |
| keeps your ground travel time to a minimum.Over | | | | thoughts of various components of the conference. |
| the past few years it has become more common to | | | | The design of the evaluation form should facilitate a |
| enter into formal contracts with hotels regarding | | | | quick and easy response and at the same time |
| accommodation and facilities rather than the informal | | | | permit a more detailed reply.And with that you have |
| agreements of the past. The process of reaching an | | | | successfully completed your conference. Hopefully |
| agreement may involve a series of conversations | | | | those that attended have left with the lasting |
| over several days or weeks. Keep in mind that | | | | memory of how informative and inspiring it was |
| negotiations should be viewed as a collaborative | | | | rather than a lingering hangover, and will be returning |
| effort between professionals, as both parties want | | | | next year with even more eagerness and motivation |
| to gain the maximum benefit from the deal. | | | | than before.This article has been provided by the |
| Everything is negotiable, providing it is done from a | | | | Approved Index. They have created a directory of |
| position of knowledge:* Know what you want to | | | | Approved Conference Planning Companies that are |
| buy.* Know what a competitive price is for what you | | | | based in the UK. Use their free site to compare and |
| want* Know what your budget will permit.Next in the | | | | request free quotes for your conference planning |
| planning process is gathering the substance of your | | | | requirements. |
| conference, in other words, finding potential speakers | | | | |