Conference Arrangement Tips

Arranging for a conference efficiently and effectively can leave attendees with a positive image of you, your company and any conference organizers involved. Get one major aspect of the conference wrong such as not providing enough seating and the reputation of all involved could be impaired.



Arrange a conference using proven techniques and you can walk away from the event with complements and perhaps even a promotion.

Location

Carefully select the conference location recommends the Ontario Convention and Visitors Bureau. Consider how far away the location is for attendees and how accessible the location is from a transportation perspective. Are airports nearby? How accessible is public transportation? Will a sufficient number of hotel rooms be available?

Budget

Prepare a budget for the conference and build in a contingency for unexpected expenses. According to the Ontario Convention and Visitors Bureau, budget items wold include food and beverages, service charges, decorations, entertainment, speaker transportation and fees, meeting room and equipment rentals, printing, security, booth setup and printing.

Online Registration

Use online registration because it is convenient for those registering and provides you with the fastest feedback on who has registered. In addition, Internet registration can save up to 90 percent compared to off-line methods of handling registration.

Negotiate

Do not assume published prices are the prices you will have to pay for services to support the conference recommends the website Hospitality Net. For example, in the case of hotel rooms, you can often get a discount if a block of rooms are all reserved at the same time.

Engage Attendees

Ask the attendees to actively participate in the event recommends Hospitality Net. For example, ask attendees to share their own experience and ideas during a presentation. For one session, organize a roundtable of attendees and experts to interact.