A guide to plan your conference

Organising a conference can be a stressful event; by following our step by step guide this can make your experience an enjoyable one with a great outcome.

Always remember we are at hand to answer or advise you on any of your plans.

Where to start

• Set goals and guidelines for the purpose of the meeting
• What will the attendees gain from attending
• Who is the main point of contact and how many people will make up the committee
• Who do you want to attend
• Do you need to attract guests by PR (develop a media list)
• How long will the event be
• What details needs to be covered in this time
• When do you want it to take place and are you flexible on dates

Planning

• Dates available for your conference
• Set a budget for the event
• Best room layout and seating for your attendees
• Special requirements (lectern, TV screens)
• Put together a draft of the agenda
• Visit the golf club to discuss; which room best suits your needs, timings of the conference, refreshment and catering breaks, number of attendees, AV equipment required
• Consider if any printed materials are required for the day
• Arrange guest speakers and ask for a presentation to print out to attendees
• Invite attendees with a specific deadline for attendance  
• Consider the unexpected, arrange a backup plan in the event speakers may not be able to attend

2-3 weeks prior to the conference

• Arrange a pre-conference meeting with your event manager at the golf club to ensure your day runs smoothly  
• Confirm attendees, catering requirements and any notes you have made to discuss with the golf club
• Arrange for any printed  materials to be delivered to the golf club (2 days prior for delivery)
• Confirm an email with all attendees

On the day

• Ensure all the helpers are onsite 1 hour before attendees arrive and conduct a final brief
• Check all material has arrived and is in good condition
• Ensure the room style is in place as requested and you have plenty of space to present
• Check your presentation is set up correctly
• Arrange the reception desk and/or name badges
• Smile and enjoy your hard work

After the event

• Feedback how well your event was with your event planner at the golf club
• Confirm the invoiced amount is correct for payment
• Make note for future events and conferences
• Thank your attendees and speakers for attending