A professional conference is a large undertaking that requires appropriate preparation. It will be necessary to develop a meeting schedule, rent a room in which it will take place, as well as prepare a promotional strategy and invite speakers. What else is worth remembering when organizing a conference?
Topic and purpose of the meeting The topic of the conference is its most important element. The nature, date and place of the meeting depend on it, as well as who it will be addressed to and what effects are expected of it. A scientific lecture, the purpose of which is to convey research results, requires other Preparations than an industry-specific business presentation aimed at acquiring customers. The keynote of the conference is also important in the selection of speakers and topics discussed by them. Recognized experts presenting interesting topics are a great way to attract potential guests. The topic of the meeting also affects budget planning and the way of contact with By traditional mail, invitations to academic and scientific conferences should be sent, while by e-mail - for IT lectures and those on new technologies.
Conference at the hotel
The conference venue, which is attractive for both guests and the organizer, influences its popularity and may decide about the success of the entire project. The most convenient solution is to book a conference room in a high-standard hotel, which will significantly increase the prestige of the meeting. The selected facility should be located in a place ensuring easy access from various points of the city - also from the airport and train station - and provide professional multimedia equipment, including microphone, presentation screen and projector. It is worth checking if the hotel offers additional services, such as catering, the possibility of changing the arrangement of the room equipment, support of a coordinator who takes care of the smooth course of the meeting and the rental of additional equipment, e.g. for simultaneous interpreting and videoconferences.
In order to organize a professional conference, an appropriate budget is necessary, which determines the field of activity. When planning it, you should take into account fixed costs - incl. rental of a room and additional audiovisual equipment, accommodation and meals for speakers and marketing. Variable costs, i.e. depending on the number of guests, are equally important - incl. refreshments, drinks, badges, advertising packages and possible gift gadgets. Summary of expenses allows you to determine the so-called the break-even point (when the revenues will cover the costs), and thus the amount that the conference participant has to pay for it, so that the organizer does not suffer losses. If the cost of participation turns out to be too high, you should adjust the prepared plan or look for additional sources of funding, e.g. sponsors.
Bobowska K., How to organize the perfect conference, Meeting Planner (meetingplanner.pl) Rosenfeld L., How to Organize a Conference, TEDx Experience (medium.com)