It doesn't matter whether you work for a shoe manufacturer or a web development company; chances are you're going to find yourself at an industry conference at one time or another. They are great ways for people in your line of work to network and check out the current trends in products and services.
If you are in public relations, communication, or administration at any level within your company, it is also likely you'll be helping to plan or coordinate a local, regional, or national conference. It takes a lot of work and some serious planning. Where will the event be hosted? What soft drinks will be served? Will you include beaded lanyards for badges in the registration packet? Who will help sponsor the event?
There are so many questions, that you might feel overwhelmed when you first get started with the planning. Use the following suggestions as a launching pad to help you get started with hosting a conference:
- Set the venue: So much of your planning will be dictated by the location of your event. How many people can the facility accommodate? Is offsite catering allowed? Is the location convenient to everyone I want to attend? Price is another important consideration when selecting the hotel or conference center for your event. Create a chart and take notes so you can weigh the pros and cons of each location before making a final decsision.
- Recruit Speakers and Vendors: You need a way to draw people to your event. Find speakers who can speak on topics relevant to your industry. Getting vendors to set up booths is also a great idea. It's like a one-stop shop for your attendees to find products and services that will help the grow and improve their business.
- Prepare Registration Packets: When attendees sign in for the day at the registration table, you should be waiting for them with a smile and a packet that contains everything they will need for the day. Important items you may want to put in the packets include, maps of the facility, a schedule of events, a name tag and beaded lanyard for wearing the badge, notepad, pens with your company logo, a snack or treat, and other freebie promotional items you collect from participating vendors.
- Advertise: The next important step after you have a date and location is to get the word out about your event. You can create a mass mailing and send out emails to everyone in your distribution list for starters. But don't forget online advertising on your website. If your budget accommodates print advertising, place ads in papers and trade magazines too.
- Make a Survey: At the end of your event ask participants to take a quick survey about the conference. This can help you plan for future events.
Hosting a professional conference can be fun if you are prepared. There are many details to consider - from choosing the right beaded lanyards for badges and soft drinks to and recruiting speakers and setting up sound equipment.
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