Conference planning

Start planning early - a big conference may need as much as a year to plan.

Decide the topic or theme of your conference. Find a speaker or speakers. Remember that if you have many speakers, you will need a Master of Ceremonies to keep proceedings on track and to introduce speakers.

Decide the length of the conference. How much will you fit into a day? If you need more than one day, bear in mind that people do not like to be away from office and home for extended periods.

How many people will attend the conference? Are the attendees paying their own way, or do you need to source funding for the conference?

Book you venue early. Be especially proactive between October and December as many venues are booked for year-end functions.

Choose a venue in a central location. Consider how out-of -town delegates will get to and from the airport.

Find out about dietary requirements of your delegates. Discuss your needs with the venue ahead of time.

Decide on the seating layout which is most appropriate to your needs and the number of delegates you are expecting. Schoolroom-style seating is the most popular, especially where delegates will take notes. Cinema style seating in some venues makes fro uncomfortable note taking, but can accommodate many delegates. A u-shaped arrangement is best when your group is small and is well-suited to more interactive forums where delegates need to see each others.

Decide on the equipment you will require. Most venues have the basics - flip charts, white boards, Televisions. Consider also if you will need microphones - at a podium, roving or label - projector, laptop, and presentation mouse.

If speakers have presentations, ensure you have a copy and load the presentation on the laptop ahead of time, and test. Take a copy on external media - CD, DVD or USB stick.

Most venues provide a notepad and pen. Consider if you need more substantial note-taking material. If you have notes or workbooks, arrange printing well-ahead of your conference. Venues may over printing facilities but generally not bulk copying. Your printing cost are generally better managed but using a printer.

Decide if your delegates will need name tags. Have these ready at registration, and if pre-printed, ensure you have blank tags should there be errors or changes required. Consider if the delegates position or company should be included on the name tag.

Check with the venue if there is access to various comfort and convenience facilities. Things to consider include: first aid kit, sufficient power outlets, backup generators, smoking areas, adequate and safe parking, outdoor areas, air conditioning, sufficient lighting options - natural light, dimmer switches, break away areas for smaller group work, adequate serving areas/staff for large groups to prevent lunch delays, accessible ablutions.

If your delegates are staying overnight, consider the availability of replacement toothbrushes, disposable razors, ironing/laundry facilities, hairdryers, basic medication (pain killers, plasters, anti-acids), facilities for early morning coffee or tea in rooms, basic toiletries (shampoo, soap, hand cream).