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Basics of Conference Management
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Planning, organizing and conducting a conference can be rewarding and challenging. To
develop a successful conference, you must employ the talents, cooperation, coordination,
and participation of many individuals. For this reason, it is best to authorize a
Conference Coordinator/Manager very early in the planning process, even before a
decision is made to actually hold such an event.
Having a competent partner serve as coordinator/manager is vital to the success of the
conference because he is involved in every aspect of planning and execution. Conference
planning requires a great deal of time devoted to administrative and clerical work.
Conference execution requires a lot of management activities, especially for larger
conferences with huge number of participants.
- Prepare a conference budget.
- Set the schedule for completing tasks leading to the conference.
- Conduct site visits.
- Negotiate contracts with hotels/meeting facilities etc.
- Recommend and correspond with speakers / entertainers / hosts / translators / special guests.
- Prepare session descriptions.
- Set the flow of the conference and plan the program. Organize schedule and staff.
- Recruit and train conference staff.
- Manage conference crises and all the problems occurred during the process.
- Authorize onsite expenditures.
- Develop session and conference evaluations.
- Ensure bills are paid.
- Development, production and distribution of special gifts, merchandise.
- Communicate with conference registrants.
- Order conference supplies, print materials, technical equipment (video/audio/stage/lights etc.); work with suppliers.
- Develop and produce conference notices, brochures, and registration forms. Prepare name badges, signs, banners, decoration of the sites (hotels, halls, restaurants) and program book.
- Organize accommodation, food and drinks for the participants, VIPs and staff.
- Handle logistics for VIPs.
- Organize transportation / shuttles / personal transport.
Planning a great event involves a lot of steps: hiring qualified staff, providing excellent customer service,
using proven processes and technologies, capitalizing on solid industry relationships, and more.
To keep everything on track, we assume responsibility for your event planning through seamless logistical
coordination and flawless execution. We assist you in better defining conference objectives and guide you in
selecting the site and developing timeline, budget, and all logistical details.
As your on-site representatives, we are the first to greet your attendees and the last
to say good-bye. Representing you in the most professional manner is always our top priority.
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