When you go to a convention, conference or other type of industry gathering, it is important to understand that a lot of work and planning went into every single detail. From the way that the registration process was structured to the flowers on the table during the banquet dinner, someone worked hard to plan this educational industry conference to make sure that nothing got overlooked or forgotten.
If you are planning on hosting a training seminar or have been picked to host business seminars for your company or the local industry at-large, it is important to develop a game plan early on so you will be able to keep it all under control. While the actual planning for the event at your local conference center in Milford, MA is not that difficult, it is important to stay organized in order to best manage all of the details.
Tips for Better Planning
The rest of this article will share six tips that will help you to be a better planner for your upcoming business event. Whether you are hosting a training seminar, meeting or even an expo type of gathering, the more you can do to prepare for the event ahead of time, the smoother things will go on the day of at the venue. Keep a folder of all your plans, calendars, contracts, brochures and any other details that you will want to have on-hand and make sure to bring it with you to the educational industry conference in case anything goes awry.
Tip #1 – Plan Early
Ideally we would all start planning to host business seminars or plan an industry convention a year in advance. That gives you time to nail down all the details with the venue, send out invitations, elicit registrations, hire vendors, get sponsors, plan parties, approach speakers and plan activities. However, while a year is idea, it is not necessarily possible for all types of events. Make sure that you at least contact the conference center in Milford, MA to reserve your space around five to six months in advance. Smaller weekday events can be planned about a month or two in advance, but if you will be putting on a large scale event, make sure to give yourself as much time as possible when hosting a training seminar or expo.
Tip #2 – Meet with Vendors
Don’t just go online or make phone calls. Make a sincere effort to meet with vendors face-to-face whenever possible to go over your plans, negotiate the details, and sign contracts. Have a budget for each thing that you want to do at your educational industry conference, including catering and refreshments, entertainment and special speakers. Make sure all contracts adhere to that budget.
Tip #3 – Learn to Delegate
Get a team together and learn how to delegate specific tasks to individual helpers. You will need to divide up certain areas when hosting a training seminar or conference, such as registration, website and social media, event set-up, vendor follow-ups, printed items, party planning, and much more.
Tip #4 – Make a Back-Up Plan
Murphy’s Law dictates that what can go wrong, will go wrong – especially when planning to host business seminars and professional gatherings. Make sure to have a back-up plan for just about every aspect of your gathering at the conference center in Milford, MA so you won’t be standing there with nothing to do or offer to your guests. Back-up speakers, back-up catering options, back-up entertainment, back-up registration processes – just be ready to do something to get the show back up and running in case something goes wrong during the conference.
Tip #5 – Before & During
Make sure to take photos before and during the event. Before, so you will have a visual guide to the way that the conference center looks for staging and other details; and after, so you will be able to look back and see how successful your efforts were to host business seminars in Southeastern Massachusetts. The photos will show how busy the event was, how many people showed up, what they were doing while they were there, whether they were getting anything out of it, and what areas of the educational industry conference or gathering were the most popular. Consider hiring a professional photographer to get candid attendee and group shots, as well as photos of seminars, workshops and other activities to use for next year’s event.
Tip #6 – Send Reminders
About a month before the event, send out physical cards or brochures reminding pre-registered attendees about your event. Make sure to include any new information about added activities, parties or speakers to increase the excitement about the event in advance. Make sure to include information on how-to register in case they have a co-worker, colleague or friend that might want to come as well. Consider sending out a second reminder the week of via email just to say, “we look forward to see you” or something to that effect. Include quick resources, such as a link to the map of the venue, links to local hotels, links to online registration, and links to support staff if they have questions about attending or exhibiting at the conference center in Milford, MA.
Contact The Crystal Room Conference Center
If you are interested in hosting a training seminar, educational industry conference or other type of business gathering at our conference center in Milford, MA, please give us a call at 508-478-7800. Our team of highly trained and experienced business event coordinators can help you with all of the details for your special event. We can help you get all of the equipment required to host business seminars or training workshops, as well as to set up for an elegant banquet or dinner to welcome or bid farewell to your guests. Call us today to check on availability or to schedule a tour of our facility.