Here's how to get a convention off the ground.

• Author: Phelps, Jack E.

From entertainment to decorations and advertising, take a detailed look at the elements you need to pull off a powerful meeting or convention.

When you attend a meeting or convention, you may get the impression that the event comes off without a hitch, like magic. First there's the glossy brochure that arrives at your workplace, telling you the details. Arriving at the event, you receive a package of information crammed with facts and figures. Throughout the session, you witness an astonishing array of presentations, meals and entertainment. "Nothing to it," you think as you leave.

The truth is, an incredible amount of hard work lies behind a successful meeting or convention. If you've never been involved in planning such an event, you might want to consider participating as a partner in a business convention or seminar, or putting one on yourself. Many of the annual events are productions of business or trade associations, in which groups of businesses participate as cosponsors. You might be able to join such an event without putting on your own show.

Another question to ask is whether or not you might participate in a convention sponsored by a non-profit group.

For example, if your company sells educational supplies, you may want to contact the major teachers associations and the various private school organizations, all of which conduct conventions. You may be able to not only market your wares and services, but to participate as a speaker in a workshop.

At other times, your business may want to hold its own event because of the unique character of its service or product, or because of the size and nature of your market. If so, here are some practical steps to ensure success.

PREP UP ON PLANNING

First, decide who your delegates are likely to be. According to Jim Henderson, convention sales director at the Anchorage Convention and Visitors Bureau (ACVB), most successful conventions draw from a data base. Will your convention be aimed at potential customers? Or is it targeted for your sales force and business associates?

The answers to these questions will help you decide the size and type of facilities you will need, how long the convention should last, whether to include a trade show or exhibit hall, and the character of any workshops or seminars you will include.

Two other critical steps to take as early as possible to make your meeting run smoothly are: Choose a speaker and secure a site. Good speakers are in demand, and to get your...