Several important tips professional event planners use as a guide to mounting large industry conference events are:
1. Plan a tentative date, time, location of the conference
2. Create lists of guests, speakers and potential patrons
3. Design a comprehensive plan for promotion and advertising
4. Reserve the function room and conference venue as early as possible
Plan Date, Time, Location First
It's important to begin planning for mounting industry-wide conference events well in advance of the projected event date. Begin with a projected or tentative date and time until the actual location can be secured. Once the function room and conference dates are secured, the actual work of the event can move ahead.
Create Lists of Guests, Speakers and Potential Patrons
With the basic industry conference event date in place, the next tip is to create a list of guests, speakers and potential patrons. Send invitations where applicable and provide as much event information as possible. It may be a good idea to distribute copies of printed event programs to all attendees.
Design a Comprehensive Plan for Promotion and Advertising
If there is a particularly important tip to mount a successful industry conference event, it's promotion and advertising. This requires 100 per cent of saturation in the media, online and off. Check whether the conference venue offers additional promotion and advertising and keep track of all entries of publicity made to the media to determine the saturation and success rate.
Reserve the Function Room and Conference Venue as Early as Possible
Choosing a tentative date and location of an industry event differs from securing reservations for the function room and conference venue. The tentative date and location become valid only after reservations have been booked. The size of the function room depends on the types of functions to be presented. The size of the conference venue also depends on the expected number of patrons.
Selecting the Best Conference Venue
When selecting a conference venue, consider its accessibility to the most direct means of transportation by air, rail, privately secured buses or personal vehicles. The accessibility should be within a specific business and commercial hub. Book extra rooms for guests, unexpected dignitaries as well as planned conference speakers. These extra rooms can be cancelled if unused. Make function rooms as organized and linked to the conference as possible. Extend a broad reach to as many industries as possible via clients and vendors.
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