Seminar Planning Checklist: How to Plan a Women's Conference
Planning a women's conference from the ground up can be an
enormous amount of work. A tremendous amount of planning and conceptualizing
must take place, and every detail must fit seamlessly together to provide a
memorable experience for the attendee. While the size of your conference has a
lot to do with how long it might take you to orchestrate everything, it is
possible to create a memorable event in less time if you know what you are
doing.
The following material is intended to be used as a women's conference
planning checklist as you create your big event, and it will allow you to cross
your t's and dot your i's as you attend to every anticipated need that your
guests might have.
Formulate A Vision Of Your Event
In thinking about the purpose for designing this conference,
you'll want to outline the big "why" that would cause women to show
up to your event. What will your topic(s) of interest be? How is it pertinent
to your intended audience? What will you want them to take away from the event?
Is it going to be low key or very vibrant and dynamic? Thinking through this
big vision question before planning will allow you to craft some of the smaller
details around your big "why" , pulling everything together for
flawless presentation.
Choose a venue
With the number of projected guests in mind, you'll need to
choose the proper venue for your event. Contact local hotels, schools, or
public buildings and ask if they have a seminar room, coworking spaces or a meeting room for
rent. Ask what rental rates are, and make sure that you have the proper funding
to cover the cost of venue rental. Ask if there are other services the venue
provides, such as food and beverage service, cleaning crews, and restroom
facilities. If your conference is intended for more than one day, you'll have
to have all of these services at your disposal to ensure that your guests are
taken care of.
Set a price, craft a budget
This will perhaps be the most time consuming and tedious step of
them all--where is your funding coming from? If you are funded by a group or
organization, make sure that your operating budget stays within their
guidelines. If you are funding the conference privately, make sure you have
enough to cover the initial cost of rental fees, food and beverage services,
speakers, sound systems, and other amenities so that everyone is paid in a
timely manner.
Set your conference price reasonably, yet make sure it is enough
to cover the cost of your operating expenses. Make sure that payment methods
and services to manage conference payments are in place so that registration
goes smoothly. If possible, consider rallying extra help to assist you in
managing the books while you are making sure other aspects of conference
organization are going smoothly before, during, and after the event. Keep
impeccable records of revenue vs. expenditures to aid in the clean up process
afterward.
Manage your special guests
Do you have talent flying in from out of town to speak or
perform at the conference? Assist them in booking accommodations and providing
them with options for leisure time activities while they are here. Supply them
with conference schedules and contracts and make sure that expectations are
laid out in advance for services rendered and payment. If necessary, schedule
transportation to and from the event to make their time here less stressful.
Follow up with thank you correspondence and keep records of guests who are
willing to return for subsequent visits.
Think about providing a conference souvenir
When thinking about the content of your conference, what seems
appropriate to give as a parting gift? Will it be a best selling book from a keynote
speaker, a tote bag with conference related goodies, or a DVD of favorite
conference moments? Whatever the gift, make sure that expenses are covered, and
that it is relevant to conference material.
Once you have knowledge and the basics of how to plan a women's
conference, preparing becomes crossing items off a massive checklist, plugging
away at it until the last guest leaves your venue. It may be a stressful affair
to orchestrate, but there are a host of planning materials available in print
and on the internet to assist you in planning your big day, week, or weekend.
Keep your "why" in mind, and let that fuel you when the going gets
tough or complicated, and remember, you have information these women need to
hear, they will appreciate the time in similar company, and hopefully everyone
will come away from the event with a refreshed spirit and a renewed sense of
purpose. Happy planning!
Author Bio: Emily is a writer, she writes for many companies
includes E88 Bangkok who provides meeting
rooms, seminar rooms, coworking space as well as the event space in Bangkok.
Emily is working closely with many aspiring thinkers and entrepreneurs from
various companies. She loves encouraging small business owners and digital
marketing through her articles!
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