How to Plan a Business Convention
If you haven't planned a business convention before, it can seem a little tricky. Choosing the right location, lining up caterers, and marketing your event takes up a lot of time. Plus, you'll need to decide if an event coordinator will head up the project, or if you'll tackle it on your own.
Instructions
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Determine the objectives of the convention. List your expectations: your preferred target audience, what you expect attendees gain from the convention, and your own return-on-investment.
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Determine if you'll partner with an event coordinator. If you haven't planned a business convention, it's worthwhile to invest in an event planner that specializes in business conventions. Locate these professionals through your local chamber of commerce department or through the Event Planner Association (see Resources). These professionals charge in two ways: a percentage of the total event cost or a flat fee based on the scope of your event.
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Choose a venue for the business convention. Whether you're using an event planner or going it alone, you'll need to choose a venue. For a larger conference, check out your local convention center. For a small event, a local community college or chamber of commerce event center should be sufficient.
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Secure speakers for your event. Speakers should include well respected professionals in the field of interest that meet your conferences objectives. Contact professional associations in your industry. For example, if you were planning a marketing conference, contact the American Marketing Association for a list of reputable speakers. You can also target authors pertaining to your subject matter to speak.
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Set a schedule of events. Once you've chosen a venue, signed vendor agreements, and paid your down payment, it's time to plan your business convention schedule of events. This outline will detail when the conference will start, speaker times during the conference, and other important details.
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Take care of food arrangements. Most venues have recommendations for caters. This makes taking care of food much easier. Interview a few, and talk about what you need: basic refreshment service, lunch service and coffee and tea during morning check-in.
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Market the business convention. If you're planning an internal conference, marketing will include flyers and email correspondence to the targeted business units. Include an R.S.V.P date so you can track the number of attendees to finalize plans. If the conference will be targeted to local business owners or trade organizations, work with human resources departments and business leaders to promote the event via publications and websites.
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Tips & Warnings
Make a checklist. This will help keep your organized.
Track vendor payments. Most require an upfront deposit, and final payment the day of the event. Have the checks made out, and placed in envelopes before the big day.
