Has your boss recently tasked you with organizing a business conference? Are you suddenly feeling overwhelmed at the prospect of taking on this almighty challenge? Just take a deep breath, and remember that planning such an event needn’t be as scary or as Herculean as it first seems. If you start your organization process well in advance, you will find it much easier to host an event that entertains your guests, seals some important deals for your business, and, most importantly of all, keeps your boss happy!
To find out what you must do to organize a business conference, be sure to read on.
Assemble your teams
You aren’t going to be able to organize the whole conference by yourself, that’s for sure. Even professionals who have worked in the events planning industry for 30+ years need to rely on a strong support network from time to time, which is why you should have no qualms in assembling a skilled team of fellow organizers.
To ensure that your event goes off without a hitch, you should be quick to assemble the following teams:
- Planning team
- Administration team
- Marketing team
- Sponsorship team
Settle on a date and a venue
With your different teams in place, it’s now time for you to set your conference in stone. To do this, you must settle on a date and a venue.
When picking a date, be sure to keep the following tips in mind:
- Make sure your conference doesn’t fall on the same date as a major event that is widely celebrated (festivals, national holidays, etc.)
- Avoid booking a date that falls in the summer, simply because a lot of people will be on holiday at this time
- Try to organize the event to take place during the week, as most of the people that you invite won’t want to give up their weekends to attend it
Once the date is set, you should go ahead and look for available venues that adhere to your event’s size and scale. If the venue doesn’t meet your requirements, you will make things ten times more difficult for yourself on the day of the event, which is why you should explore your options and check out the amenities of all your potential destinations. If this is your first time organizing this kind of event, a good piece of advice in this instance is to play it safe and book a venue that is dedicated solely to hosting business conferences. Should you plan on hosting your event in South Australia, this would entail you booking the conference venue in Adelaide. This destination is convenient to reach, offers 5-star catering, has free parking on its grounds, and even makes on-site accommodation available. Should you choose to host your conference here or in another venue of the like, you will be able to relax safe in the knowledge that your attendees are being looked after in the best way possible.
If you want your conference to be a roaring success, it’s essential that you put all of the above advice into practice.