Organising a business conference takes a lot of work. There are many things to remember – which can lead to certain important details getting forgotten. Below are some of the most overlooked aspects.
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Attendance confirmation
If you’re planning an invite-only event, it could be important to work out exactly who is coming so that you can prepare adequately. Make sure to put an RSVP note on your invitations and chase up those that don’t reply. This will give you an accurate idea of how many people are attending so that you can provide enough seats, refreshments and resources if necessary.
Venue location
When choosing a venue, pay careful attention to the location. It should ideally be somewhere that is easily accessible for your guests – this could mean having good public transport or road links, as well as being somewhere fairly central. If the venue is potentially difficult to find, consider providing directions to help with journey planning. Alternatively, you could arrange transportation for your guests. When choosing a location, you may also need to think about what additional provisions you might need to add to what they already offer. For instance, if you’re running an event outdoors, you need to make sure you have the right shelter, heating, safety precautions, as well as taking care of guest needs with things like plastic toilet hire. If the venue owner rents out the space regularly, they may be able to help you find providers for some of these, but don’t neglect to shop around and see if you can’t find your own solutions at a better value.
Security
If VIPs are attending or you are expecting large numbers of ticket-only guests, you may want to consider investing in security measures. Some venues may come with security staff on the door. If not, you may want to look into private security services. Such services could also be useful for transporting VIP guests or for simply standing at the entrance.
Tech support
If you or your chosen speakers plan on giving a presentation, it could be worth preparing for the risk of tech problems. Having someone on-site to offer tech support could be useful if you’re unable to connect speakers or get an internet connection. There may be IT technicians at the venue that can help you out. Alternatively, you may want to bring your own tech support. Rehearsing the event at the venue or getting there early could be useful for helping you to iron out any tech problems early. At the very least, make sure that you’ve got a plan B at the ready when you are organising a conference if tech fails.
Refreshments
Your guests may want some refreshments while they are there – especially if you’re planning a long event. This could be as simple as giving out bottles of water to everyone. Alternatively, if you’re expecting high profile guests, you could consider something more fancy such as a champagne reception. You may also want to offer food if it’s an all day event. This could involve hiring a catering company and checking with the venue as to what is allowed.
Networking
Conferences aren’t just chances for people to learn about a topic but also opportunities for networking. Consider scheduling time for people to mingle at the beginning of your event. When organising a conference, make a point of talking to as many of your guests individually during this time. If it’s a sales conference or a seminar, talking to attendees individually could be important for building trust.