There are many steps to organize a conference. Details need to be considered, as delays or technical difficulties may discourage travelers from returning to future events. Because planning a conference can involve a lot of work and attention to detail, the tasks should be transferred to others if possible.
Location and Logistics
Some organizers will have space within their company where they will host the conference, but others may need to find an external source. Estimate how many will be present and make sure that the area has an adequate seating area for all. Some hotels have conference rooms, so the organizer can find room rates for those attending. If not, check out other local hotels to see if they can offer you discounts.
There are other materials that should be easily accessible on the day of the conference, including bulk tape (clear, masking, and duct), inputs, pins, fasteners, and scissors. The editor must have enough blank name tags for all attendees if pre-name badges will not be issued.
The organizer will need to set up a schedule of events, including sessions and workshops. This will involve contacting all the speakers and finding out what they will need. Once this has been done, a registration form can be sent to attendees who will include all the details of the conference. When registration forms begin to return, the facilitator can estimate how many attendees will be waiting.
Food and recreation
While registration is underway, the editor should consider additional details. Will food be served and if so, what food? Some conferences offer breakfast, lunch, and dinner, while others offer snacks and drinks. Again, if the conference is being held at a hotel, the hotel can offer guests food. If not, think about food, and decide if you will offer special food to those with special needs. At the very least, there should be regular drinks, such as water, tea, and coffee served to those attending the conference.
Some conferences provide after-hours events for those who will be attending the event to visit local attractions together. Think about what the host city has to offer, and remember that good information outside the conference will help leave a good impression of the whole event.
Supply of Materials and Equipment
There are other materials that should be easily accessible on the day of the conference, including bulk tape (clear, masking, and duct), inputs, pins, fasteners, and scissors. The editor must have enough blank name tags for all attendees if pre-name badges will not be issued. If there are any people who will pay for the conference day, a receipt will be required. There should also be a clearly labeled registration venue set up at the conference venue. Each person attending the event should have a written agenda for the conference events.
This includes the times and dates of the sessions and workshops as well as the name of the presenter and information. Each person attending the event should receive a meeting bag containing an agenda as well as any local business offer that they are willing to give you.
Be sure to test computers, internet connections, projectors, and other pre-conference audio monitoring equipment to make sure everything is in order. On the day of the conference, there should be a large number of support staff present and presenters for any needs they may have. The editor may need someone to make up the badge, get the money to make a change in the subscription, or buy the last-minute audio equipment. Make sure you have a clear idea of who to consult with if any issues arise during the conference.
Some organizers may wish to take a test to get an idea of how the conference was received by those present. Have a clearly marked area where attendees can return their tests and how to test themselves afterward.