Conference organizing can be a task for the first timer. When high hopes and low experience, maintaining high confidence while installing a fight to provide the best sometimes difficult. Here are ten basic steps that can help you sail smoothly while staying anchored.
Prepare a Basic Organizing Unit
Look for the main themes / topics
Choose a professional conference organizer
Learn all potential financial problems
Choose the right date and venue
Be prepared for an emergency
Design your logo and print your letter head
Initial promotion planning and initial sponsor planning
Take the first step towards your commercial exhibition planning
Set a schedule with respect to the timeline
Prepare a basic organizing unit:
This is a local organizing committee. We can do this by staying organized throughout the event and increasing efficiency. Efforts must be made to keep this basic organizing unit as small as possible. It must have the following members:
Chairman of the Scientific Committee
Treasurer and Exhibition Committee
Social Event Committee
It was established several years before the conference and worked with PCO (Professional Conference Organizer).
Look for the main themes and topics:
Most of the main themes and agendas are provided by international organizations that get conferences conducted. However, while suggesting or revising the topic, make sure the approach is futuristic. The conference will last 2-3 years later, and the topic chosen must remain new and relevant until then.
Maintain the right subject, this will make it interesting and valuable, such as against spreading subjects, which can attach drifting from the main subject and create confusion.
PCO (professional conference organizer):
This is an expert in planning and implementing conferences. These individuals will attract needs and share expertise in advanced planning. PCO will help you get and save more money in the long term. It is important to check the PCO experience before signing a contract because this will have an impact on your reputation at the international level.
Learn all potential financial problems:
In addition to registration fees, sponsors are the main source of money and to involve them, a letter needs to be written to show the benefits they might have if they sponsor the event. This letter must also show how money will be spent. This sponsor must be directly related to the topic of the conference.
Save a clear understanding of venue registration fees and parking rentals.
Save clear estimates about the costs and number of participants and participants.
Estimate food and coffee and staff costs.
Other costs such as travel fellowship, journal publications, awards, insurance must be estimated.
Choose the right date and venue:
The conference must be held when there is no other conference from the same subject being scheduled, thus maintaining the value and uniqueness of your conference.
Preparing uncertainty. Save all settings for emergencies and evacuation.
For individual emergencies, make sure all participants can always be reached. Give an emergency number to the family of all participants.
Logo design and letter letter:
This is important because the stationary for the conference needs to be printed. It helps in brand recognition and leave a good impact on partners and sponsors.
Preliminary promotion, planning and sponsor:
Store the material studied for promotional assistance that is ready such as list advertisers, creative, participants, sponsors and audiences etc.
Sponsor Approach will first help you add your letters with their logo to increase the impact.
Set up schedule:
It’s important to order conference rooms in advance, plan a Fellowship tour, the length of the conference and plan paper and provide a schedule