Are you planning a business conference or an exhibition? Whether it is your first time or you have planned business events in the past, you need to keep certain things in mind to make sure that the event goes off smoothly. You need to keep in mind the following things, as you plan for your corporate conference or meeting
Plan well in advance
This is probably the most important tip that you need to follow when planning a business conference. You should chalk out all the details months prior to the date of the actual conference. This is because there are many things to take into consideration like booking the venue, making sure the IT infrastructure is in place, drafting the agenda, booking the caterer and making other arrangements. Planning in advance can also help you get the best deals and leaves room to check out ample of options as well.
Set a time scale
Make sure that you decide on the time scale of every event that is going to take place. This will ensure that the business conference goes off smoothly as planned. It also allows you to save on surcharges, fines and staffing costs, not to mention the additional charges of the suppliers.
Set a budget
You should set a budget for your conference in the initial stages. This helps you shortlist the location, the speakers, the catering and other arrangements, thus saving you valuable time of going back and forth. This goes a long way in making your business event successful. Plan multiple budgets so that you can finally choose a combination that is most likely to succeed.
Choosing the location
Choose the location for your business meeting or conference carefully. Make sure that the conference venue is easily accessible by 2-3 public means of transport, as well as a private vehicle. If your conference requires an off-the-track or a secluded venue, you will need to make the travel arrangements, and in case it is a 2-3 day event, the accommodation of the guests as well. Also, ensure that there are cafes and restaurants and daily need stores well within reach of the venue.
Choosing the suppliers and the vendors
There are many supplies that need to be arranged for a business conference right from event managers, to IT experts to set up the communications to caterers. You need to carefully check the credentials and quality of work of the suppliers. You can go through the past events they have worked on to know if they are capable of delivering what you want. Some venues have a monopoly of suppliers and vendors, while others offer them as a part of the package. If you are yet to finalise a supplier, consider going for these.
Convention centres like Mahatma Mandir Convention and Exhibition Centre managed by The Leela have an expert staff that can expertly manage your entire event. The in-house catering and management staff ensure that there are no hiccups in co-ordination and your business conference is successful.