| It can be a great challenge to organize a seminar or | | | | needs booking needs booking months in advance. |
| conference, but for many people who are given this | | | | Timing is essential to get everything right. The |
| duty to do, it can be a matter of maintaining their | | | | greater percentage of frequently asked questions |
| job or it may lead to getting a coveted promotion. | | | | need to be considered and answered before they |
| To plan a successful conference or seminar, an event | | | | are asked, because during the hectic day when the |
| planner needs a few tools and a fair amount of | | | | event is taking place, people are far too busy with |
| insight into what is needed. | | | | other things to make decisions on the fly. |
| A timeline needs to be created and the first plan of | | | | Conference Planning Checklist - 10 Essentials For |
| the event nutted out fully so that the purpose of | | | | Speakers |
| the event is clearly understood. Do you need new | | | | So here are 10 examples to consider placing on your |
| clients, do you need to brand your company, do you | | | | conference planning checklist when you are engaging |
| need to spread the word about something new? A | | | | speakers for a seminar or conference. |
| company wants an event created that will achieve | | | | - 1. List and make the final confirmation of selected |
| their purpose, as well as being fun for the | | | | speakers with the committee. |
| participants. | | | | - 2. Contact the chosen speakers to request their |
| The creation of a conference planning checklist is like | | | | participation. |
| the building of a train track. | | | | - 3. Send follow-up letters to confirm the speakers |
| You start with a map of the terrain, discover where | | | | commitment, their program agenda, its title and a |
| you need to place the track and where to place the | | | | description of their session. |
| resources to overcome obstacles and then you | | | | - 4. Request the speakers biographies or profile and a |
| create a timeline for the event. Along the timeline, | | | | photograph. |
| you will need a range of conference planning | | | | - 5. Prepare the descriptions of the speakers profiles |
| checklists, in place ready to check off at various | | | | for your program and promotional material. |
| important stages along the timeline. | | | | - 6. Send a letter to confirm the exact wording that |
| It can be very difficult to try and balance | | | | will appear in the program description for each |
| organization duties with the responsibilities of a | | | | speaker. |
| current job. That is why it is important to have a | | | | - 7. Request or prepare photocopies of all handout or |
| team (or two or more teams ) of helpers that can | | | | promotional materials. |
| have jobs delegated to them. To keep track of what | | | | - 8. Book the required audio visual equipment, and |
| each delegated job is and which team are working on | | | | check the venue room setup. |
| it, you need a good schedule system and this | | | | - 9. Plan travel and accommodations for the speakers. |
| information about "which team - what job" also | | | | - 10. Maintain contact with the resource person just |
| needs to placed on the conference planning checklist. | | | | prior to the conference for last-minute arrangements. |
| Each grouping of jobs needs to noted on the various | | | | And 5 More Essentials for the Conference Planning |
| different conference planning checklist and linked | | | | Checklist For On the Evening of the Event: |
| back to the timeline. Separating starting jobs from | | | | - 1. Inspect the room arrangements, the equipment, |
| completed jobs helps as well. | | | | and the handouts. |
| Below are ten steps that might be added to a | | | | - 2. Meet with the speakers to introduce fellow |
| conference planning checklist when you are engaging | | | | committee members or resource people. |
| speakers for a conference. A similar event planning | | | | - 3. Escort the speakers to their rooms and inform |
| checklist needs to be constructed for the caterer, or | | | | them about meals, etc. |
| for the DJ. These steps are only guidelines, because | | | | - 4. Be available to facilitate speakers' requests at all |
| each conference or seminar will have a specific | | | | times. |
| agenda particular to your company. That said, most | | | | - 5. Thank them for their participation before they |
| events have some specifics common to all, whether | | | | leave. |
| the event is a special event party, a destination | | | | The average conference or seminar is generally |
| wedding, a convention, a conference or a seminar. | | | | planned and coordinated by a busy person trying to |
| The conference planning checklist (or event planning | | | | balance the hosting of the conference or seminar |
| checklist, or seminar planning checklist) is an essential | | | | with their regular jobs. That can be a very taxing |
| tool to any event co-coordinator and the more | | | | thing to try to do especially if that person has never |
| detailed the check list is, the better - as much can go | | | | done it before. Write up detailed checklists and check |
| wrong by simply assuming it will all just work out. | | | | everything off and you won't end up with a train |
| When you invite people to an event, their comfort | | | | wreck. In fact you'll probably get that promotion. |
| and enjoyment is of prime importance. Anything that | | | | |