Conference Planning Advice

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We all have different strengths in the workplace and some may be better at organisation than others. Regardless of your preparation skills anyone can plan a large event; it just takes a good deal of forward planning and attention to detail. This especially true when it comes to planning conferences as there are a wide range of details that need to be considered if the event is to run smoothly. Whatever size of company you work for, you may find yourself put into the position where you will be forced to plan a major seminar or conference that will be crucial to the future success of the business. If you are one of these people who are filled with dread at the thought of being handed such responsibility then don't worry as if you consider
all of the following aspects of your conference then there's no reason why it shouldn't be a success.

The first thing you need to consider is the room in which you will hold your seminar or conference. Consider the number of people who are likely to be in attendance and pick a room that has all the space you will need. Take the location of the conference room into consideration as it will need to be easily accessible by people who are travelling a significant distance to attend.

On this note, if you are expecting attendees who will be travelling from far away then you would be wise to locate suitable lodgings for these participants. Find out a bit more about the location of your conference and see whether there are suitable rooms on-site and how much they will cost. Failing that spend some time researching local hotels and their prices. Of course you should always enquire about any deals they may do for advanced or multiple room bookings. Make sure that you know how many rooms will be available around the time of your meeting and make sure that they have facilities for disabled visitors. It is also worth finding out what recreational and catering facilities they may have.

On the day of the conference it is vital that you plan regular breaks for snacks and drinks. Again, you will need to carefully consider how many attendees you are likely to have before planning your catering. Regular breaks will give participants a few moments to refresh themselves so that they remain awake and
free to concentrate throughout the day. These breaks should be included in the day plan for the conference. If you are expecting a large number of attendees then make sure there is a range of foods available for the various dietary needs of those likely to be present. If you will be catering to a smaller crowd then you may wish to send out individual emails asking of any particular requirements.

Make sure that your conference rooms are properly equipped to support the needs of speakers throughout the day. Enquire in advance as to what technical equipment will be required and make sure that the conference room has the facilities to accommodate these requirements.

A lot of what goes into conference planning is common sense. If you make a checklist in advance and stick to it then your conference is sure to be a success.

About the Author:

Trevor Richards is writing on behalf of Owl Event Management (

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