Finding yourself in charge of planning a conference at a convention center for your organization can be both exciting and overwhelming at the same time. Event planning can be a lot of fun, but it definitely requires organization in order to be successful. Here are eight tips for planning a fantastic event for your group.
Planning a conference is a large responsibility, and it is far too much for one person to do alone. Recruiting individuals to help you will save you a great deal of time and stress. Many convention centers have planning staff who will also be available to help you prepare.
Decide on a Theme
Having a theme gives shape to the entire event. The theme can help determine who the speakers will be and what types of social events will take place. A theme can also help you name the event and can help attract potential attendees.
Set a Date
Be sure that you set the date far enough in advance that you have plenty of time to plan. A year or more is an ideal amount of planning time, if possible.
Choose a Location
A convention center is an ideal spot for a conference because it usually offers lodging and an abundance of meeting space in one convenient location. All centers are different, though, so it is important to compare the pricing at each spot, as well as what types of services are included. It is also wise to consider what types of amenities are around the convention center so that you can be sure your guests will have things to do during their downtime.
Develop an Agreement with the Location
Once you have chosen the perfect spot for your conference, be sure to construct an agreement with the location’s staff. Be sure that you fully understand the fees and the cancellation policy. It is extremely important that you come to an agreement with the location’s staff about when the final head count of attendees must be delivered. The date you have to provide a final head count will determine the amount of time you have to allow attendees to register for the conference.