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CONFERENCES:

Conference Details

Setting up a conference requires clearance of dates with management, along with the hotel or resort of your choice. Some locations have a year or two advance booking, while others will not take your booking until 6 months out.

In your choice of locations provide for group settings, break-out rooms, internet access and small business office capabilities. The three key people you will be working with are the sales office, catering department and the concierge. If you are fortunate, the site will have an event coordinator.

If there is to be a keynote speaker or special entertainment. these are to be booked as soon as you have the location. Many conferences request a time for team building. While golf is a favorite, there are amazing companies geared toward other types of team building in most regions.

[With certain keynote speakers, you book them and then find the event location.]

Conference Timeline
  1. Set dates with staff/volunteers to begin work.
  2. With management, set the goals or theme of the conference.
  3. Begin the development of the materials and who will present .
  4. Complete the budget with funds to deposit on bookings.
  5. Set the dates with 6 - 12 months lead time.
  6. Choose your setting or destination and begin your search.
  7. When a destination, it is best to hire a destination event coordinator.
  8. Complete the hotel and catering negotiations.
  9. Review the area’s possibilities for tourism or break-out meetings and team building opportunities.
  10. Outline each day’s events and meals and when materials are to be presented during the conference.
  11. Develop your promotion materials for the conference.
  12. Be in touch with those planning the details of the conference.
Important Details
  • It is important to personally review the site and dynamics of the area ahead of time to properly interview, set-up or detail colors, staff, menus.
  • Gain flight information for on-time arrivals and ground transportation.
  • Create the timeline for each day of the conference.
  • Create the menus, décor, focus/speaker for each of the meals.
  • Complete the graphics, p.r. programs and have conference materials printed.
  • Ship well-marked company items ahead to the location and check on arrival of each item.
  • Be personally at the conference site several days in advance.
  • Hotel Concierge Services assist in giving ideas for tourism and tours.

Additional information is found in “Beautiful Weddings & Events” books.

 


     
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