How to Plan a Convention

By eHow Parties & Entertaining Editor

Rate: (2 Ratings)

Most business groups and social organizations hold conventions or conferences. And they have all discovered that a lot of work goes into putting on a successful event. Everything from finding the convention center to setting the agenda and bringing in speakers takes time and energy. Set up a good office from which to direct the activities and use these tips when planning your next convention.

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Instructions

Difficulty: Moderately Challenging

Step1

Put together a responsible and committed convention committee to help you. Delegate duties and deadlines to the committee members and hold them to their commitments. Hold monthly meeting of your planning group until the month prior to the event, and then meet weekly.

Step2

Start early. Convention centers and other popular venues book far in advance. Most successful convention committees begin their work a year in advance of the convention date.

Step3

Select the date and the venue location. You cannot make any other firm plans until you have a signed contract. The hotel liaison should be the busiest committee in the early stages of the planning.

Step4

Begin marketing early by putting out the selected date and location to your membership. Enlist their help and enthusiasm early. Also, many people plan vacations and conferences far in advance. You'll want them all to save the date.

Step5

Plan the agenda. This part of planning can continue all year, and the convention committee members should nail down specifics as your group agrees. Get others in your office or group interested by holding contests for logos or themes. Request speaker suggestions and workshop titles.

Step6

Go to the venue early on the first day of the convention and set up a location that will serve as your office. Make sure volunteers are in place for registration and confirm speaker arrivals. Carry walkie-talkies to stay in touch with all your committee members around the center throughout the convention.

Step7

Enjoy the chaos that will ultimately fall on the shoulders of the chairperson. The duties of the planning committee really do not end until the last guest has left and the ticket receipts are counted. Then you can relax.