Organising a conference is more than simply just booking meeting rooms in Auckland and sending out invitations. Catering, facilities, transportation and even location all play a pivotal role in the smooth running of a business event. And because there are so many areas in the planning process involved, it's easy to overlook some of them which will end in a poorly-organised conference. It can be a stressful task to manage and coordinate an entire event, requiring an enormous amount of preparation beforehand. And in between balancing different vendors, maintaining the budget and communicating with the attendees, the room for error can widen, and fast.
At The Maritime Room, we understand why it’s important to plan properly and not spend carelessly – so these are some of the top tips to avoid when organising your conference.
1) Choosing Any Date
Although management will usually provide the planner with proposed dates to hold a conference, it is essential that this is confirmed, and confirmed in the early days. In other words, the date should be convenient for all attendees as well as the venue in mind. It’s also advisable to check if there are any other major events, concerts or matches happening in the area around the proposed dates which would lead to poor attendance.
2) Planning A Week Before
We don't often find ourselves dealing with a frantic client who has put off planning to the last minute. But it does happen and it’s important not to underestimate the task at hand when this does happen. Without confirming attendees, speakers and other vendors in good time, you will end up spending carelessly in a rush to get everything done for the conference.
3) Being Unrealistic
Planning a conference includes drawing up an itinerary and it is crucial that this is realistic. Assuming how long speakers and presentations will take without consulting with the affected parties can be a major problem. Rather gather this information beforehand and make sure you allow a few extra minutes to each slot to avoid causing a chaotic schedule for attendees or double booking.
It is quite a large undertaking, but if prepared well in advance, a successful conference can be easy to manage. It can also be beneficial in preventing any potential problems that arise because of poor planning. An event that has a less than favourable outcome due to the lack of organisation can have serious business implications. It can be a complete waste of money, costing an organisation severely with not only the bill at the end but the time spent on it as well. To enquire about our hosting facilities, meeting rooms in Auckland and our value-added services to help you plan a successful conference, contact us at The Maritime Room today.