5 Helpful Tips When Planning a Conference
Nice work! You got the gig, and now it’s time to buckle down and GET ORGANIZED. I highly recommend templated roadmaps. This was something that I learned from previous mentors. I list out every month and the following weeks until the week of the conference with categorized items at the top, including: logistics, venue, finance, registration, speakers, etc. I block off and highlight important decisions that need to be made leading up until the event. You can work backwards as well, starting from what you will need the week of conference all the way to the current week.
Currently, I am working on a conference that is 8 months away, however, in the last few months, we locked in a venue, decided on a registration platform, and configured a budget. You will get incredibly overwhelmed if you don’t plot out your roadmap. All the lanes will start running together and you can’t accomplish everything in one day.
Always, always schedule a site visit at the venue you are thinking about having your function at. What’s the parking situation like? Can you put out signs? Does it cost extra to use electricity? Are there just two bathroom stalls for 1,000 people? You want your guests to have the best experience possible, and if your venue is a complicated maze accompanied by multiple levels and poor wifi, you may need to make another decision. It’s important to get to know the meeting planners on site and to start building those relationships as well. By the end of the conference, you will either be best buds or never want to see each other again. Hopefully, you will be friends :)
Vendor relationships are key! Try and meet up with as many vendors as possible onsite. If you are thinking about having a catering company provide breakfast and lunch, TRY THEIR FOOD BEFORE. If you are having decor brought in, go to their showroom and check out their products. If you are utilizing an outside AV company, meet up with the technicians and pick their brains on camera angles and lighting. Creating long lasting relationships with vendors has been one of the highlights from working as an event planner and it is crucial to all be on the same page.
Budgets. This word used to send shivers down my spine. Creating a budget is one of the first things you need to do after casting vision with your client. I use a templated budget for every event with line items such as, Venue, Staff expenses, Speakers, Collateral, Promo, Registration, and of course Revenue from ticket sales. List out all the specifics under those categories such as honorariums, hotel room costs, swag bags etc. You will want to immediately start gathering quotes from vendors to project expenses. And trust me, the budget will change, however, it is good to overestimate rather than low ball numbers. There is nothing worse than finding out your welcome reception was five times more expensive than you thought due to miscalculating the taxes and food and beverage minimums.
Remember to breathe and find a steady rhythm. I am an enneagram 3, achiever that sometimes forgets to stop working. When I get in the groove, I become an energizer bunny, wanting people’s approval and burning the midnight oil. However, find your outlet- whether it’s working out, or spending time with family and friends. Maintaining balance will contribute to your overall health and lowering anxiety levels. The last thing you need is to find your event planner on the ground huffing and puffing into a brown paper bag.