| THERE is an alliterative saying I learnt in the Air Force: | | | | are expected to do and what you, the organiser will |
| Prior Preparation Prevents Pretty Poor Performance. | | | | do. Don't allow any room for errors. |
| The 6P Rule is central to many things, especially | | | | Some specific points to watch for are: |
| those requiring structure and excellent organisation. | | | | |
| Why? Because if you don't get it right, every one of | | | | 1. When you arrange food, such as lunch and morning |
| the participants will know you have dropped the ball. | | | | and afternoon tea, make sure you know what size |
| The first necessity is to know exactly what you | | | | and composition the food portions are. If necessary |
| want; will you provide lunch, include accommodation, | | | | get photos - ask for descriptions or have a look at |
| include freebies such as brief cases, package the | | | | what you are buying. It's easy to buy sandwiches for |
| conference with discount airfares, hire cars and a trip | | | | 250 and find that the last 50 people don't get a |
| to a local tourism venue? What about spouses and | | | | sandwich because the first 200 took too many. |
| partners, will they be included? Once you know | | | | Nothing is more off-putting to clients than missing out |
| exactly what you want ... and it's a sound idea to | | | | on food or receiving what they consider small |
| contact several venue providers to ask what they | | | | portions. Make sure you know what you are paying |
| will do for what cost, make sure you have a written | | | | for and that you get it on the day (quality control!) |
| agreement about: | | | | 2. Ensure everyone knows where and when sessions |
| | | | are and how to find them (provide a map) or written |
| 1. what you want | | | | instructions |
| 2. when you want it | | | | 3. If spouses and partners are accompanying |
| 3. where it will happen at what cost | | | | members, consider arranging some discounted prices |
| 4. who will carry out the various roles/activities | | | | for meals, car hire, trips etc - you can ask for a |
| 5. what will happen if something goes wrong | | | | commission |
| (contingency plan) | | | | 4. If you are presenting, make sure you know what |
| Once you have agreed what you want and the | | | | technology will be available and that your version of |
| venue provider has agreed to provide it, you are on | | | | software is compatible - have a contingency plan for |
| your way. Or are you? You aren't, because there is | | | | technology just in case it fails at the critical moment. |
| much more to do ... like communicating with the | | | | Tell other presenters what is available |
| intended participants ... the reason for the conference. | | | | 5. Some of the little things matter; catering for |
| You need to be explicit in what the conference | | | | vegetarians, ensuring water jugs are sitting on |
| offers, how people nominate and pay, when it will | | | | something that will absorb condensation so that |
| start and so on. In fact what you should do ... | | | | participants don't get droplets of water on their |
| mentally, is think through the various ways and | | | | paperwork or clothes, seat comfort, adequate |
| options for people to attend. Go through each step | | | | breaks, good airconditioning or heating, no distractions |
| and ask yourself, 'What happens here, how will it be | | | | from outside noise etc |
| handled?' | | | | 6. Finally, when people book their attendance, send |
| Imagine yourself writing a cheque to pay your | | | | them a letter confirming accommodation, specific |
| nomination ... where will you send it, what will happen | | | | events for which they are booked, timings, and give |
| once it is received? By doing this mental thing, you | | | | them a contact number of someone who can handle |
| can identify 'fail points', which may prevent | | | | last minute cancellations, changes or problems that |
| embarassment and inefficiencies somewhere down | | | | arise |
| the track. For example, incorrect payee details on a | | | | The secret to successful conference organisation is |
| cheque will require you to contact the sender and | | | | good planning and meticulous attention to detail. If |
| have another cheque raised ... all valuable time and | | | | you aren't a 'detail' person, think about hiring a |
| resources wasted. | | | | conference organiser who is or get a conference |
| Make sure participants are fully aware of what they | | | | planning checklist and use it. |