Advice on Hosting a Conference - Article by Pembi Conference Venue in Pretoria East

Conference article by Pembi Pretoria East Conference Centre in Pretoria East, giving advice on hosting a successful conference
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Conference Articles - Advice on Hosting a Conference


Pembi Pretoria East Conference Centre > Conference Articles > Advice on Hosting a Conference

First of all when planning to host a conference, start early. Conference venues can require up to a year's prior booking and/or deposit depending on the amount of conference delegates expected.

Decide where the conference should be held and how long the conference event should be. The goal or purpose and topic of the conference will dictate the length of the event. Shorter events are easier to organize but you might not be able to cover all that you want to in to short a time period. The conference venue should be as convenient and accessible as possible; balance cost with ease of access, location to mass transportation, etc.

Get as many speakers as possible including some big names if possible. You can even slightly overbook the speakers with the knowledge that 2 to 4 out of 40 to 45 will not make it at the last minute. Try and have one session only as this usually ensures a full rooom and is easier to organize. It is a good idea to have a great timekeeper to keep speakers on track. Have all the speakers put the lectures on the same media and have several volunteers who are media experts. Approach students to volunteer for the media and registration desks offering them entrance to the conference.

It is important to estimate as early as possible how much the conference event will cost to host. Brief the organizing committee on the conference costs, and suggest means to raise the funds to cover all the expenses. Once an approximate budget has been established you have to agree on an approximate registration fee for the conference. Estimate the amount of funding you’d like to solicit from corporate/agency sponsors after all known income has been subtracted from estimated expenses.

Marketing the conference is a very important area and you will to get a suitable candidate to lead the marketing department as soon as possible. Use all available media/means to get the word out; short, professional, and attention-grabbing promotional items work best.

 


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