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If you are looking to organise a conference then it is perfectly understandable that you would want to get it right - but with so many elements to organise it can be difficult to know just where to start.This is especially true if you are something of a novice when it comes to organising large events so here are some top tips that you sould be able to use as a useful checklist.

Your choice of a suitable venue will of course be absolutely vital. Once you have established the theme of your conference this will help you to draw up a list of potential venues.It would be a good idea to contact each of these venues to get an idea of their prices however it would be more effective if you were to actually visit the venues in person.This way you will be able to get a better idea of their suitability in terms of size and what sort of facilities they offer.Speak to the staff, find out what catering and drinks services are available if at all and ensure that the venues have the required equipment.If you are unsure as to what equipment you may need for a conference, items commonly used at these types of events are PCs, projectors, projector screens, microphones and of course a sound system.

Depending on the size of the event, organising a conference can potentially be a huge undertaking, requiring many careful weeks of considered planning. It is important that every single detail is thought of in advance and that nothing is left to chance. As well as the location of the venue it is also vital that you consider the transport links that are available as well as any nearby parking. If there are people travelling a long way to get to your event then it is of course important that it is as easy to get to the venue as possible.You should ensure that there is adequate signage placed all around the venue so that attendees will be able to find conference rooms quickly. This should also be true of any fire exits as you must of course take health and safety considerations into account.A venue with helpful, friendly staff on reception will also be very useful.

A couple of weeks before the event is due to take place it would be wise to send out a conference pack to each delegate.This should contain directions to the venue as well as a car pass if required. You should also compile an itinerary for the day’s events and include a delegate badge.

When you are in the initial stages of planning your conference it is vitally important that you pick a suitable budget and stick to it. With these sorts of events it can be very easy to get carried away with your spending as there can be many unforeseen expenses so you may wish to adjust your budget accordingly. This sort of event planning can be a large job for one person to undertake so if you feel that the task may be a little overwhelming then it may be sensible to employ the services of a corporate event planning company. A simple internet search will bring up a list of companies in your area.

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No doubt there will be a point once a year at which your company will put on some sort of event. It is quite common for larger businesses to hire in the service of specialist event planners, however this might not be so cost effective for small businesses so they may decide to get their staff to take care of this. If you have been selected to take care of organising your company’s event then it is entirely understandable if the prospect of putting together a large event may seem like rather a daunting one, especially if you are something of a novice when it comes to such matters. There is no need to worry as with a bit of careful planning there is no reason why your event shouldn’t be able to go off without a hitch.

First it is important to establish the purpose of the event. It may be that you are looking to put on an informal occasion such as an office christmas party of perhaps a barbeque if it is a summer event. Alternatively you may be responsible for organising a company conference in which case your efforts will be geared towards putting together a much more corporate affair. Once you have defined what the purpose of the event is, this will help you to plan out the rest of the event much more effectively.

The next task is to decide on a suitable budget for organising the event. Take into account all of the aspects of the event that will need to be paid for and try to put a little extra aside in case there are any last minute aspects that need to be taken care of. Once you have decided on a sensible and appropriate budget it is vital that you don’t exceed this as every penny will have to be accounted for.

It doesn’t matter what type of event you are looking to put on, the choice of venue is of the utmost importance. When making a shortlist of potential venues ring round and enquire about their suitability for your event. You should ask how many people the venue will comfortably seat, what facilities are available and how easy it is to get to the venue. If you are looking to put on a conference then it would be worth asking whether the venue provides audio visual equipment as well as providing food and catering. If this is the sort of event that you are looking to put on then it could be worth approaching some local hotels. If people are going to be travelling a long distance to attend your event then try to pick a venue that is based in or just outside a major town so that there is plenty of opportunity for good access.

If your event is likely to be rather large then be sure to start planning well in advance, especially in the case of a conference where you will also need to take care of the marketing and advertising. Some large conferences begin their planning stages a year in advance. If your event is likely to be a more informal get together then don’t worry about planning that far in advance, but do start a few weeks beforehand just to be on the safe side.

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