A random checklist of ideas for preparing a conference in London!
1. What is the topic of the conference? Seems simple, but a conference on insurance will be vastly different than one on the history of sports.
2. Delegate. If you have trusted colleagues, speak with them and designate tasks. Once assigned, don’t micromanage; let them complete the job.
3. Take a careful take a look at the projected schedule, do you know the dates, are there any conflicts? Do you have enough time to get every little thing completed?
4. Once the dates are established, get hold of your seminar office ensure availability and secure the schedules
5. Discuss prices, making certain the event was in your budget or forecasted revenues. Do not neglect to discuss staffing, caterers and refreshments.
6. Ask for a layout of the venue; utilize this to visualize how the event may play out. Doing this can permit you to see (and solve) problems upfront.
7. Contact your speakers and confirm their presence
8. Be specific on the fact that you have an sufficient volume of volunteers to staff the event properly.
9. Be sure to consult with a variety of places to stay (discuss the feasibility of a exclusive block charge), then ebook suites for your speakers.
10. You’ll likely need audio visual tools and because rates and availability differ, inquire at the locale for referrals.
11. Contact potential participants and sell the high points. If they’re from outside the UK, tout the history and sights in and around London
12. Draft an advertising plan for the event, to include email promotions, web-site press releases and print advertising.
13. Fine tune the daily event timetable.
14. Confirm your speakers and ask for an introduction to precisely what and how they present as well as a “bio” of their personal history.
15. If your guests are coming from out of town, get in touch with the airline carriers, request special rates.
16. Will your speakers require a rental car or will their transportation be taken care of by a service?
17. Discuss the menu with your catering service of preference, or in-house caterer if supplied.
18. When participants turn up, what’s the procedure for registration? Will they pay online or at the event? Will they have name tags, and if so will they be printed on-the-spot or ahead of time.
19. After enrollment, will attendees be given a welcome package? If so what exactly does the package contain and is printing necessary?
20. Will your convention come with an early bird price cut? If so, then talk about it and implement with your web design service.
21. Will your occasion require signs? Will the signs be shown inside, outside or both? Discuss this with your printer to ensure signage is protected from the elements.
22. Schedule a moment to talk about the big event with staff and volunteers; they need to completely understand what’s expected.
23. Do not forget the extras staplers, markers, pencil, clips, sticky notes, etc.
For conference venues London I was privileged enough to be present at a breathtaking location while on my trip recently. If you’re going to plan a meeting in Central London I trust this checklist will come in handy.
