When you have the task of planning and organizing an event such as a conference, there are a lot of factors to take into consideration to ensure that your event goes smoothly and that your guests enjoy themselves. This can be a stressful undertaking, even for the most detail-oriented people. While the decisions can seem endless, there are a handful of key planning components that are essential for conference events, and in today’s blog, we’ll review a few of the most important ones.
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Vital Planning Elements
Although it might seem daunting and cumbersome, a well-thought out planning process is essential to the success of your event, and this includes six vital steps. Let’s take a look at them below.
Create an Outline
Remember those writing classes in high school and college? All of those essays with long word-count requirements often seemed much easier once you created a proper outline to guide your thought process and efforts. The same can be said for event planning. If you’re feeling overwhelmed as you begin to plan the details of your conference, try mapping it out on paper from beginning to end to provide a framework to operate within.
Consider Your Goal and Audience
Most conferences and other formal gatherings have some kind of presentation or speech during the course of the event. If you’ve been put in charge with creating the content for the lecture portion of the conference, it is important to consider the goal of the conference and who your audience will be. When you nail down these two elements, it will be much easier to guide the speech or presentation accordingly.
Possibly the most vital element of your event is the venue that you choose to hold your conference at. A high-quality conference center with state-of-the-art audio/visual equipment and other professional services will leave a great lasting impression on your guests. Depending on the size and formality of your function, it can be beneficial to consider whether your desired location will boast services such as valet parking, security, and catering.
Whether you’re planning a large-scale conference or a small, more intimate gathering, don’t be afraid to ask for help and delegate tasks to others. One mistake that’s often made during the course of event planning is trying to do everything by yourself. Especially if there are portions of the planning process that others might be better at, delegating some of the planning tasks to other qualified individuals can help save your sanity and make sure your event goes as well as possible.
How you choose to promote your conference is one of the most important aspects of the planning process. Regardless of whether you choose to have flyers made up or send out a simple email, be sure that your promotional efforts address the key aspects of your event. Who is invited? What is the purpose of the conference? When is it, and where? Why should your invited guests come? Providing this key information can secure higher attendance rates.
A Backup Plan
Lastly, it’s always a good idea to have a backup plan for the most important aspects of your event. The thought of additional planning beyond the basics might seem unnecessary, but it might be the one thing that saves your event if the caterer doesn’t show up or if your keynote speaker suddenly comes down with laryngitis. Adequately planning ahead for things such as these can certainly be a lifesaver.
Baltimore’s Leading Conference Center
Looking for a conference center in Baltimore? The friendly staff and inviting spaces at the NPRMC have everything you need to host a successful conference! From event planning to catering and more, it’s all right here. Contact us today to request a proposal or a tour of our facility! We can’t wait to help you!