Planning and data gathering is two of the most important factors in conference and event management. The whole process requires a lot of time depending on how large the number of attendees. Some require a number of years to do the planning. It does not mean that you cannot organize one within a year’s time, just as long as swift decisions are made.
- Before working on your conference, you must create a vision of what you want the event to be. This way you will be able to decide on things as you have already an idea of your overall vision. Answer the basic questions that involve who, where, what and why.
- You must have a business plan if you conference is not funded by any organization. You must trace where you will get the money and where it will be allocated. The planning process should begin with calculating the revenue. Before you can decide on a price for your conference, you must know what the attendees can expect from the event such as the itinerary and list of speakers which will be a major factor for people thinking about registering.
- Once you know the date and number of guests coming, you can start deciding on the venue. Take into consideration the cost of the venue, the catering as well as the audio/visual system. The venue must also be able to accommodate visiting guests who may have to stay the night.
- In conference and event management, it is important to fill the entire venue with registrants since it is the measurement of the event’s success. If the number of guests is high, the revenue will also follow as well as future opportunities for being sponsored. This is why effective marketing plays a very important role. If many guests will be registering, this will result to higher demand in advertising as well as participation openings. In the end, drawing the crowd is the key to the entire event since everything else will follow in its proper order and place. With a very large crowd, it is best to manage the list through online registration system.