Planning for a company conference is no joke. You need to pay attention to minute details in order to avoid blunders. The success of your conference can tell a lot about your company.
Align and Allocation of Responsibilities
Planning a conference is all about teamwork. First and foremost, you need to set the date and venue for your conference. Estrie has some good hotels which is suitable for conferences and also help clients to unwind and relax. If Estrie is on your list for outstation conferences, then you might need to check the availability of hotels in Estrie, before you planifier un congrès en Estrie.
You might need to divide your responsibilities in order to share the burden and have a smooth progress. You need to plan reviews, meetings and ensure that all people who are assigned responsibilities are on the same page.
Ensure that you note everything down, so that you do not derail or miss out on important information. You might even need to have a backup plan, in case something does go wrong in the conference. Shortlist vendors and enquire about quotes. Ensure that there is a proper written communication while discussing on the conference, so that there is no confusion in future.
Being Safe than Sorry
When your company’s reputation is at stake, you never want to take any risks. This is the reason, why you need to plan in advance and a week or two before the conference, ensure everything is as per plan. Some of the things that you might want to look out for would be:
- Ensure that the hotel has Wi-Fi facilities
- Check if all presentations are in order and files are opening properly
- Ensure to keep a back up of presentations
- Check if the equipment and AV are functioning properly
- Ensure that you space the food breaks properly, so that the conference gets completed on time
- Ensure that you do not overstep your budget
- Ensure that every speaker is allowed a fair chance to speak
When you finalize on the venue, check whether the venue has proper parking facilities, size of the rooms, and distance from the rooms to the conference hall, location from famous landmarks and menu options. You can even enquire if the hotel has space for teambuilding activities.
Ensure that the invites to the conference are sent well in advance along with dates, time, location details and directions. Bear in mind that after the conference, your clients should leave with a positive image about the company.