Learning how to organize a meeting is very important, as this allows the message you want to deliver to be presented in the right way. Ideally, the conference should have interesting content for the audience, but you should also have a good command of the topic you are going to discuss.
In this article we will give you some useful steps on how to organize business meetings and conferences.
10 steps for planning meetings and conferences
The success of a business conference is based on the planning you do and the preparation of the speaker. Here are some steps to help you plan a conference.
1. Establish the objectives
You need to establish the purpose of the business conference or meeting you want to hold. Therefore, it is necessary to define the topics to be discussed and the order in which you plan to address them. It is very important that the participants know the information carefully, so that they can be prepared about the topics to be discussed.
2. calculate a budget
The budget is a determining factor, since you cannot plan completely or give a conference if you do not have the necessary economic resources. Establishing the budget allows you to know how much money you have available to pay for the venue, materials, payment of speakers, transportation or logistics, snacks for attendees, among other expenses.
A good option to increase the budget is to use sponsors, since they will pay for the sponsorship of the conference in exchange for their presence through advertising at the event.
3. select the speaker(s)
If you are not the person who will deliver the conference, it is important that you select the speakers. It is important that you select people who have a good command of the topics you want to be discussed. In addition, they should be people who have the ability to not only speak in public, but who can really connect with the listeners.
4. Select the moderator
It is important that a company meeting or conference is properly selected moderator, as this will be crucial to the success of the same. It is not necessary that the person who calls a meeting or conference is the moderator, the ideal is that it is a person who handles the subject and has the ability to maintain order.
The main function of the moderator is to establish the speaking time of the participants, to prevent the topic to be discussed from being diverted, to take important notes on the meeting in order to be able to report on it later.
5. Select the date and place
Once you are clear about the number of guests, it is necessary to select the date and place of the conference or meeting.
Regarding the date, it is important that you select a date when there is no holiday or vacation period. Ideally, it should be a date in which you consider that the guests can attend without any inconvenience.
To select the place, you have to take into account the number of guests, if it is a very large group you may have to rent a place where you can evenly reach the whole group. If it is a meeting with few guests, select a conference room to hold it.
6. confirm the location of the event
It is important that you confirm the place where you plan to hold the event, since this way you can estimate the number of tickets you need to make. As well as the number of people that can enter the conference. Once you confirm the place you can start working on the tickets for the event.
7. Make the tickets or invitations
Once you have established the theme of the conference, you have the estimated number of participants and you have established the place and date, you must make the tickets. It is important that the invitations are very well elaborated, indicating the date, time and place of the conference or meeting.
It is also important that you provide some prior information regarding the points and topics to be discussed at the meeting. In the case of a public conference, it is important that the invitation indicates the cost of the conference and methods of payment.
8. Publicize tickets and ticket prices.
Ideally, you should announce the meeting well in advance, at least two weeks if it is a small conference. In the case of a large event of approximately 100 people, you should start advertising at least one month in advance.
By announcing it with time, those interested in participating can leave the date as busy in their agendas. It is recommended that you select several advertising methods, so that your event has a greater reach.
9. Confirm the sound system and other services
Days before the event it is necessary that you confirm the sound system in the place where you are going to hold the conference. It is also necessary to confirm additional services such as chairs if needed, food and beverages. It is important to do it days before, so that if any unforeseen event occurs, you can solve it in time.
10. The day before the conference
The day before the conference it is important that you visit the place where the event will be held, confirm the audio service and supervise the logistics of entering the establishment. It is also important that you review the conference program and verify that everyone involved in the conference confirms their presence.
Another important point is to take into account transportation logistics or space for participants to park their vehicles for the duration of the conference.
How to make meetings or conferences is a hard work, since you must take into account many details. But if you follow the steps for a conference that we have given you, it may not be so complicated to organize such an event. Take advantage now and find the best conference room rental in the city of barcelona.