Planning a conference or meeting can take considerable time and effort. Whether you are holding a seminar, training, or other special event, it is important that you carefully plan each detail. To help ensure that you are fully prepared for your event, here are some tips.
Start Planning Early
One of the biggest mistakes you can make is to wait until the last minute to plan your conference. Some hotels have requirements that include booking ahead. Even if the hotel you want to use does not have a time requirement, there is still the possibility that another party could book the conference room you want to use.
Choose your location and book it as soon as possible. Ensure the deposit is received and you have the contract in hand before proceeding. The prices for the hotel conference room and any other rooms that you will need could change between now and the dates of your conference.
Ensure the agreement includes a maximum amount that your business can be charged for the use of the hotel conference room and any other rooms that are needed. If there are any additional services that the hotel will provide, ensure that the fees for those are also included.
Set the Agenda
During the conference, you want to ensure that every topic that needs to be discussed is covered. Write out a detailed agenda that lists all of the topics to cover and how long is needed for each.
Once you have your list, you can set the start and end times for the discussions. It is important that you allow time for informal, unforeseen discussions that can sometimes occur. You also need to allow some time for potential technical problems, such as a slideshow not loading correctly.
If possible, offer early registration for the conference. Early registration can be beneficial to not only you and the attendees, but also the hotel. The earlier you know who is attending, the earlier you can provide an estimate to the hotel. Hotel staff can then plan ahead for everything from meals to lodging.
You can offer incentives for early registering, such as a discount. Be sure to keep detailed records of the registrants and their personal information. If there is a question later regarding registration, you can refer to your records.
Work with the staff at the hotel to ensure that your conference is a success. The hotel's general manager can offer tips on setting up your conference at the location and provide you with additional information on the services offered. Work with a hotel like Clarion Hotel - Seattle International Airport.