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7 Simple Steps to Effectively Organise a Business Conference

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By Edited Nov 13, 2013 1 0
Business Conference Planning
Credit: digidreamgrafix.com

Being asked to plan a business conference is quite an accomplishment. However, the outcome of the conference will ultimately decide whether or not the same person is asked to plan one again. Take a look below to learn how to create an effective and enjoyable business conference. 

Step 1: Start Planning Early

A person can never start planning too early for a business conference. In fact, the earlier one gets started on the planning, the better the conference will be. For many conferences, planning should start a year in advance. No matter the type of event, if a person has never planned one before, it is imperative to give at least six full months devoted to planning for bigger conferences. Six months to year may seem like a long time, but it is important to remember that everything will take longer than expected. 

Step 2: Choose a Location and Date

If the event is to be held outside, it is essential to take into consideration the average weather conditions during the time of year the conference is to be hosted. For example, if the business meeting is to be held outside, it is best to choose a location that stays warm all year long, or choose a time of year that the weather will be enjoyable. 

Step 3: Create a Planning Team

When it comes to planning a business conference, one person cannot do it all on his or her own. Instead, it will take a team of people. When creating the planning team, it is best to choose people who have great organizational skills and are known for meeting deadlines. 

Step 4: Evaluate Logistics

After the location of the party has been determined, it is then time to decide which building or area space the meeting is to be hosted at. When it comes to business meetings, it is best to choose a building location that is central to most of the hotels in the town or city. If all attendees will be staying at the same hotel, it can be beneficial to ask the hotel if it has a conference space that is large enough to accommodate the number of people who will be attending. 

Step 5: Create an Agenda

When creating the agenda for a business conference, it is imperative to include everything that will take place. If a certain keynote speaker is forgot about, he or she may not have time to squeeze in a valuable speech that was supposed to be heard. The agenda of a business conference must be well thought out and perfectly timed. Otherwise, attendees may find themselves stuck at the conference until the wee hours of the morning. 

Step 6: Finalize a Budget

Hosting a business conference takes money. If attendees are not going to be charged for admission into the event, it is essential to find funds to pay for it. If there is an admission charge, it must be decided how much each person will have to pay. It is always best to overestimate the expected cost of the event, followed then by underestimating how many people will be attending. In doing so, it is likely that the business conference will pay for itself, possibly with some money left over. 

Step 7: Promote the Event

The last thing to do before actually hosting the event is to promote it. Business conferences can be promoted in a multitude of ways, including online, in newspapers, in business magazines, on posters, on company websites and much more. 

Planning a business conference is a big deal. If you are unsure on how to properly plan one, it is best to obtain services from conference organisers. These types of consultants have the knowledge it takes to effectively plan any type of business conference.



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