Step by Step: Planning a Convention.

• Author: ROWLEY, LEANNE S.

It takes up to five years of hard work and careful planning to pull off a successful convention.

Whether you belong to a trade or a professional organization, chances are that sometime you will be invited to attend one of that organization's conventions. Sounds great-an opportunity to network, learn more about business specifics, and maybe gain an opening into a new market. Send in that reservation. But what happens when it's you who are asked to host one of these events? Where do you begin?

There are multiple steps to planning a successful convention. Ideally, you'll have plenty of notice and are starting your plan three to five years in advance. No misprint-five years. That's how long it may take to secure all the facilities your group will need. Experts say that planning can begin as little as two years in advance, but that with that short a time period, you'd better have a convention or two under your belt.

During the initial 36 to 60 months preceding the convention, several tasks need to be completed. First, determine the goals and objectives of your convention and establish a timetable for completing your convention plans. What is it you want to accomplish by holding this gathering? Prepare a preliminary outline for your convention, including blocks for program sessions, social events, exhibits, sleeping room requirements, and brief descriptions of each. Does the planning timeframe you've given yourself seem workable? Second, identify possible dates for the convention. This will help to determine which facilities may be available, to avoid possible conflicts with other events, and to coordinate potential activities that may complement your convention. Third, begin researching the sites that meet your selection criteria. What sites can accommodate the size and time of your convention? Consider the amenities you want to offer your attendees. Do you want to bill your convention as an opportunity to escape the mi d-winter blahs, or does your organization need a cosmopolitan atmosphere? Once you've identified possible venues, send your meeting requirements to those sites with requests for written proposals.

Once you've received site proposals, start negotiating with hotels. How many blocks of rooms are you going to need? Can you get combined meeting and hotel room rates? How close are the hotel accommodations to the meeting facilities? When you're done with these negotiations, sign the hotel contracts and firm up contracts with the convention center or meeting facility you've selected.

This is also the time to start considering how your attendees are going to get to the convention. Will they be able to drive or are they required to fly? If it looks like air travel will be involved, select an official airline for the convention. A large number of conference flyers may mean...