| I have attended enough conferences in my life and I | | | | - Security of guests is pivotal - Depending on who |
| have planned many. It pains to see loopholes in the | | | | the speakers are, there is need for general |
| planning process where there is not attention paid on | | | | protection as crowds may just want to touch and be |
| detail of the conference | | | | with the speaker. It is vital to allocate bodyguards |
| The following are key elements for a successful | | | | where necessary. |
| conference: | | | | - Communication with guests and attendees is also |
| - Create enough time to plan - There is no meaningful | | | | vital - give as much information as possible. Promote |
| conference that can be planned in a few weeks. You | | | | the event, advertise it. You can not cry foul if people |
| need to allocate enough time in order to do | | | | do not attend your conference when they didn't |
| everything excellently. | | | | know about it |
| - Programme contents - A conference is about what | | | | - The Speakers do sell - The easiest conference to |
| the programme contains. A programme is the core of | | | | plan is one where the speaker is well known and |
| the conference. Who speaks after who? Who is the | | | | people can identify with them. You would need to |
| main speaker for the event, if any? Who is MC? | | | | make extra effort to promote the event if the |
| when are the breaks and so on. This is the crucial | | | | speakers are not know in the area. Promotion of the |
| part of the conference. | | | | event remains a key element and this can be done |
| - Secure a convenient venue - You need a venue | | | | online, email, fliers, newspapers, radio and television. |
| that befits the standard of the speakers. Speakers | | | | When you get a speaker, give them an honorarium |
| who have handled thousands of guests will not feel | | | | they deserve. |
| comfortable with speaking before 20 people. A | | | | - Take care of volunteers - In order to facilitate a |
| venue must be modest with all the necessary | | | | conference you need to recruit many volunteers for |
| facilities in house. | | | | such areas as ushering, material distribution, |
| - Manage the budget well - A Conference must have | | | | information center, security and so on. Volunteers are |
| someone who watches over the budget closely. | | | | sometimes not paid for their serving but where |
| Priority must be given to "must haves" and then later | | | | necessary allow them access the function fully and |
| on pay for things that are "nice to have". It is crucial | | | | also ensure that they do have meals and other |
| to secure the venue, Sound System, transportation | | | | privileges. |
| and accommodation for guests ahead of everything | | | | - Decorations must speak for themselves - You need |
| else. | | | | to keep a high standard on the decor of the event. |
| - Transportation is key element - Some guests fly | | | | Use tried and tested service providers |
| from other countries while others simply drive to the | | | | - Music, media and sound issues - Get musicians and |
| conference. On the ground always provide reliable | | | | sound systems that are stable and of a high quality. |
| vehicles that have not issues. They must have been | | | | There should be a provision to capture the event on |
| serviced prior to the conference. | | | | audio CD, DVDs etc. Memory of event is important. |