A conference is an event that is held for likeminded people with similar interests to get together for the exchange of ideas and thoughts in their respective fields. In various industries, academia and other marketing groups just to point out a few, conferences are a regular occurrence. If you are handed with the task of organizing a conference and are already dreading the task after a glance at the to-do-list, then worry not. The following steps will help you manage your stress and get yourself organized in order to plan the conference smoothly.
Procrastination would be your biggest enemy if you start planning an event like a conference in the last minute. Unlike a casual party that can be planned out in a couple of weeks to say the least, a conference will at least need eight months or more depending on the scope of the event. Conferences usually have participants traveling from distant parts to participate; it also requires attention to detail because of distinguished guests and speakers. Remember even small conference venues Melbourne need to be reserved a few months in advance.
Form an organizing committee
A conference committee ensures that all decisions are collectively made for the specific conference. A committee helps everyone pool in their ideas and perspectives to making it a success. The conference coordinator will be the person handling most of the decision making and contributing most of their time to the event. All the other committee members must be designated with relevant work from managing guests to booking of hotels for example reservations for private function rooms or halls for the venue.
Pen down the agenda
Although the purpose may be obvious to everyone, there is no harm in clearly defining what the final outcome of the conference must be. This will in turn shape the decisions that you and your committee make for the conference. They would usually have specific goals and objectives thus getting them conveyed to the members and yourself is mandatory to moving forward.
Choosing the dates and venue
Tentatively deciding on a location and date will give you a comfortable time frame on how to pace your planning process. Most large scale conferences take place during certain times of the year such as between March and June in European countries. The industry to which the conference belongs to also matters in deciding the dates of the event. The size of the event would also largely affect the venue and the number of days in which it is held for.