Putting on a Business Conference

No one ever said putting on a business convention would be easy. In fact, even to the most skilled event planner, putting on a large business convention is hard to plan and even harder to execute. Such an endeavor takes time, money and resources that are always at arms reach. And in order for the event to be successful, it must be relevant- featuring content, exhibits, activities and participants that are conducive to the spread of innovative ideas and information, and ultimately, fostering long-lasting business relationships.

Unless you are a seasoned event planner who knows the ins and outs of putting on a sizable business convention, it might behoove you to contract professionals to handle all the logistics. A plethora of overwhelming details will need to be addressed, make no mistake about that. The kinds of things a business event consultant might handle can include everything from securing a venue to marketing the event to providing hospitality.

Production of a large-scale event will likely require a global-oriented team of personnel with a vast network of resources. A seasoned and well-connected agency might help you by:

- composing an activity agenda that features a variety of networking opportunities, resource booths and seminars on topics of interest to business executives and key decision makers. A successful conference will meet the needs of those looking to educate and spread new information in their field, network and acquire new leads, and drive their competitive edge towards sustainable growth in their industry.
-putting together a conference agenda in which speakers are scheduled purposefully. In a dynamic series of speakers, each speech should pivot right off the one before it in a way that is relevant and meaningful to the audience. The speakers should provide content that is newsworthy to the industry and relevant to event themes. Keynote speakers should compel and inspire and all other speaker slots should echo that excitement.
-finding a venue, acquiring permits/handling paperwork, ordering supplies, arranging equipment rentals, establishing a ticket-purchasing system, etc. These and other major logistical actions should fall into place smoothly and efficiently.

Smaller-scale, but equally critical details typically include:

-handling speaker contracts, transportation reimbursement, per diems/stipends, accommodations, etc.
-arranging for hosts to meet speakers at the airport, help them get settled, etc.
-making sure speakers are aware of time constraints and the need to allow time for questions.
-having a Plan B in case of problems or emergencies like flight delays, illnesses, or the need for a last-minute change of venue.

Depending on the resources you have at hand you might choose to go it alone when planning a business conference. Otherwise, you might opt to minimize stress and risk by working with a company that specializes in the planning and production of large-scale business events. There is so much to be considered in terms of planning, marketing, logistics and provisions that it can be a nearly impossible undertaking for a novice event planner, particularly one who already has their hands full.