When they call on you to plan the meeting.

AuthorWhite, Mark
PositionSmall Business Advisor - Meeting Professionals International

You've been charged with planning and hosting an industry conference or professional meeting. The event, it turns out, is important. There seems to be an infinite number of details to iron out before it takes place. Where do you begin, and what steps do you follow to ensure success?

First Things First

"Before making plans and spending time and money," says Scott Neal, director of events for the Delta Center, "it's imperative that you ask yourself the five W's--who, what, where, when and why." Who will be attending? What are you hoping to accomplish by hosting the conference? Where and when will the conference be held? And perhaps most importantly, why do you or your supervisor wish to devote resources to the event? Novice event planners often skip this important step and jump to the logistical aspects. By analyzing each of these components, you can create a mission statement and greatly enhance the event's likelihood of success.

Budget

More often than not, a total budgetary figure is arrived at in an arbitrary manner, and that figure is presented to the meeting planner. To determine how that arbitrary budget is to be allocated, or better yet to derive a realistic, calculated budget, create a checklist that includes every expense likely to be

incurred. Consider venue rental, speaker fees, food and beverage, A/V rental, staging, air and ground transportation, accommodations, printing, signage, security, amenities and mailing costs. Remember sales tax and gratuities, than add a 10 percent contingency fee.

Finding a Home

When searching for an appropriate venue, keep in mind anticipated attendance, convenience, accessibility, setting and ambiance. If attendance is elective, it's almost imperative to hold the event at an appealing site. Hotels, convention centers, college campuses, restaurants, historic mansions and attractions such as zoos, arboretums, museums and resorts can all be appropriate sites depending upon the nature of the gathering. Convention & Visitors Bureaus can provide meeting planners guides that describe their communities' meeting venues and other service providers.

Regardless of the venue selected, your conference will likely require assistance from the host staff. Obtain references from previous clients and meet with the host venue staff to discuss the nuances of the group, your expectations and budget. Remember that everything is negotiable.

Visualize

"Once I've determined the purpose of an event," says John Haynes...

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