Hosting a successful conference is no easy task. There is a lot to take care of, and missing one detail can jeopardise the entire event. Luckily, there are simple ways to make sure that everything goes according to plan, even if this is your first time as an organiser. Here are four of them.
Draft a budget.
Obviously, you are going to need resources to organise a conference, one of which is money. Find out how much you are going to need for a venue, staff, meals, speakers, equipment and name badges in NZ.
Factor in other expenses, too, such as marketing, giveaways and other fun extras. Then set aside an extra 10 percent for unexpected expenditures.
Decide on a team.
The people who will participate in the conference play a great role in whether it will be successful or not. Basically, you want to work with people with prior experience in participating in conferences to lead the organizing process.
You want to make sure there is constant and clear communication between members of your team, other delegates and people you expect at the conference. You can create a special email list for your conference.
Make sure that the speakers, sponsors and any other groups that will play a role in the conference are on the same page at all times too.
Stay within your limits.
While you want as many people as possible to attend the conference, do not be overenthusiastic. Know how many delegates you can successfully host, and stay within those boundaries. The last thing you want is to turn back people you had already invited.
Planning a conference can be a nerve-racking process, even for experienced people. But, by taking the time to go through all the essential details, you can make sure that everything goes on without a hitch.