Were you tasked to organise a huge conference? It’s a huge task that could be overwhelming if you don’t play your cards right. The key is to stay organised the whole way.
Huge conferences take anywhere between months and years to organise depending on the projected attendance size. There are so many moving parts when it comes to conferences. The attendance, the program, the venue, the catering, and other components are all almost equally important, so you can’t simply leave one out and expect it to level off as the conference nears.
That said, you can appease your worries if you know how to attack the situation. Here are three things you should know when you are organising a conference:
You can’t do it alone
No matter how competent you are in organising big events, you can’t do it alone. Ask your direct supervisor to clear a team of people who can serve as the organising committee. There are many components that need focused attention. Without an organising committee, some components that need utmost attention will be inevitably left behind.
Your suppliers are your best friend
When it comes to organising big conferences, suppliers are your best partners. Aside from the discounts and deals you can get from them, the best ones will also help you get setup come crunch time. Look for the best suppliers for exhibition display stands, tables, tents, catering, and other much-needed goods and services early on in the planning stage.
You need most, if not all, information and resources upfront
Let the decision-makers in your company know that in order to save you both time and money, you need all the information required and resources at the beginning of the planning stage. Having the budget on hand to haggle and negotiate with suppliers gives you a big upper hand in getting better prices on the services. Knowing all information also helps tremendously as you know exactly what you need to be looking for.
It’s easy to get overwhelmed by the process of organising events, but when you know what to do and where to get help, it’s definitely something you can pull off.