Are You Planning a Conference, Exhibition or Presenting?

As the summer season draws to a close many businesses will be turning their attention to organising conference and exhibition events to market their business and reach out to target audiences .

Whether you are tasked to present on behalf of your company or running the whole event here is a handy check list to help ensure that you don’t miss a trick and if you need a hand call us Applause 0117 933 4416.

Some questions to ask yourself.

1. What do I wish to communicate and why?
2. What style of event would be most appropriate?  Conference, road show, exhibition, seminar, a combination with interactive zones.  What did you do last time?  Do you need to do something different?
3. What budget been allocated?
4. When will the event be held and will your date clash with another event?
5. Where will the venue be, is it national or regional and which locations will be easiest for delegates to attend?
6. What type of venue is required and how much notice will they need?
7. Will keynote speakers be required, how far in advance do invitations need to be sent?
8. Are people with the required skill set in place to support the event?
9. The target audience –making sure they will attend?
10. How many delegates will there be and appropriate room sizes and layout.
11. Has a full technical check of the venue been carried out.
12. Am I secure in the knowledge that  the event is safe – for crew and staff and for delegates
13. What event media will be required, stage design, audio, video and presentation and display graphics.
14. Has a technical equipment check list been formulated.
15. Will a logistics team be required to rig and de-rig the event

Here are some tips to help your event run smoothly.

1. Create a master event schedule, so that everyone will clearly know, who is doing what, when and where.
2. When checking venues, walk through the entire show.Try to visualize the event experience from the delegates point of view.
3. Make sure that venue room specifications are accurate.
4. Ensure the venue has cleared your plans for  health & safety and conducted a risk assessment.
5. Catering, 500 delegates wanting coffee at the same time!  Think through the logistics and ensure sufficient venue staff to cope.
6. What other events or venue operations (eg kitchens)  are happening in adjacent areas.  You need to know if a rock concert is next door!
7. Work with a professional partner to look after health and safety specialisms of your event

Useful links:
Delegate website registration
Interactive and presentation media for conference events.
Exhibition display graphics, pop banners.
Digital signage display.
Print & Design
Post event feedback, DVD & CD materials
Health & Safety – In Any Event

Comments

2 Responses to “Are You Planning a Conference, Exhibition or Presenting?”

• Degree UK says:

  September 24, 2010 at 10:41 pm

  Good article, lots of intersting things to digest. Very informative
• business daily says:

  May 29, 2011 at 5:42 am

  Here are some tips on making wise choices that will benefit you your organization and your bottom line.1 Decide exactly what the decision is that needs to be made.