If you’ve never organised a company conference before, you’re going to need a lot of advice to ensure your event goes off without a hitch. That is precisely what you’re getting from this post today. We did some research and got in touch with a few successful company owners to gain tips on the best ways of planning your day. So long as you follow each of the steps laid out on this page, you should have a pretty good occasion on your hands. It’s all about making the arrangements well in advance if you want to lower your stress levels. All too often we see people trying to plan significantly sized events at the last minute. That is not a good idea unless there is no other option. You will always get better results with a bit of forethought.
Cost is often a major consideration when it comes to planning a conference. You will want to work out how much money you have to spend before moving forward. Your budget will determine which venue you hire, and how you day will pan out. So, it is vital that you get it right and avoid overspending. At the end of the day, you want the best conference your money can afford, and the ideas below should help to make that happen.
Choosing your venue
Now you know how much cash you have to invest in the conference, you can start looking for possible venues. Those of you who expect to see fewer than 100 people on the day might like to consider a hotel conferencing room. The benefits of using hotels relate to the fact that you can often get rooms for a reduced rate. That means anyone travelling a long distance will not need to spend lots of money.
Those of you who expect to see more than 100 people on the day should look at some alternatives. If you search Google for “conference spaces,” you will find thousands of establishments that might be suitable. Get in touch with any you put on your shortlist and start obtaining quotes. After choosing a venue, you may start getting touch with companies that offer Commercial AV Installation services to setup an AV system for your conference.
Sending out invitations
The second thing you need to do is create and send your invitations. When all’s said and done, you don’t want to cater for 300 people if only 150 are going to arrive on the day. So, make sure your invitation states that guests need to confirm their attendance by a certain date. That way, you should have a decent idea of how many people are going to turn up. Of course, some of those who say yes will pull out before the big day. However, you will have a ballpark figure from which you can work. Conferences are often considered a team building exercise, and so you want as many employees there as possible. If anyone important says they can’t make the event, work with them to find a solution that allows them to come along.
Find a catering company
Your guests will need some food and drink to keep them going throughout the day, and so you need to find a suitable catering company soon. Depending on your budget, you should select a provider whose services priced reasonably. Sitting down to a three-course meal is probably not a good idea at this event. It makes more sense to offer sandwiches and alternative snacks that people can eat while moving around the venue. Again, you simply have to search Google to find the best catering firms. In some instances, the venue might have staff capable of meeting your requirements. So, don’t forget to speak with the management team before signing any contracts.
Decorating your space
You don’t want to hold a conference in a plan and empty room if it can be avoided. So, now is the time to start thinking about decorations. Get in touch with exhibition stand designers if you want some original accessories that include your company logo. While those stands are built for trade shows, they work well at conferences too. So long as you select the right specialist, you can get almost anything you like. Maybe it would make sense to get hold of two stands on either side of your stage? That would help to make the conference appear more professional. It could also make your guests feel like you’ve made an extra effort.
Booking guest speakers
There are lots of companies that focus their efforts on providing guest speakers for conferences and business events all over the country. The benefits of hiring a suitable expert to talk at your event are endless. The people who do that job for a living know how to motivate your team and inspire them to go the extra mile. So, the investment you make in a speaker could pay for itself very quickly. Sometimes your employees can benefit from hearing a fresh perspective, and that is exactly what you will get from a professional event speaker.
Arranging evening entertainment
After a long day of sitting and listening to your conference, most attendees will want to let their hair down. It is good practice for the organisers to arrange evening entertainment in most instances. You just need to book a band or disco and put some money behind the bar. So long as everyone gets a free drink, they should be more than happy. The main advantage to your team letting loose is that you will get to know each other on more of a personal basis. That could mean you build a better relationship that will improve productivity in the workplace. You don’t need to spend thousands on entertainment. You just need to let people know you have covered everything.
If you follow all those steps to the letter, you should have a fantastic company conference this year. Presuming all goes well, it could be the start of a tradition at your business. Holding conferences on an annual basis is a great way to catch up with everyone and let them know about the latest advancements. Good luck with that!
