Download - Planning your first conference event
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Planning your first
conference event
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Plan as early as possible
and consider the:
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WHY you are doing the event? What is your objective?
WHO is your audience and why they are attending?
WHAT will you do? Brainstorm some ideas and themes
HOW are you doing this? Do you need a team?
WHERE will it be?
WHEN is the event? Develop a plan
WHAT is your budget?
Remember your goal!
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Do you need to promote your event?
Remember using social media – save £s
Offline:-
magazines,
newspapers,
leaflets.
Online:-
email,
adverts,
website.
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Have you got
the right tools
for the job?
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It can be more cost effective to out source the
responsibility to a technical expert.
Getting the right equipment for the day is one of the most
important but often overlooked areas when planning an event
Don’t assume the in house AV equipment is adequate
they may not have the technical expertise
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Consult an expert
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Invites make sure you record who’s RSVP’d
Presenters check they are happy with arrangements
Logistics parking, transport etc
Timings prepare a minute by minute plan
Recheck all bookings (Venue, caterer, suppliers etc)
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On the day
Check with your team that everything is on schedule and there
are no issues.
Confirm with the venue that they are well prepared and ready to
go.
Check you emails to make sure there are no last minute delegate
issues.
Make yourself available to your team at all times in case you are
needed.
Make sure that all the equipment has arrived and is ready to use.
Arrive at the event’s location well in advance.
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….stay calm
On the day….
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Remember to smile and
have fun
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Ask for feedback from delegates.
How did we do today?
Did you reach your goal!
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Sit back and relax
Ready to enjoy the next event
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Any questions just ask – we’ve got even
more tricks up our sleeves!
Contact Us
PSG Events Ltd
Unit 11 Northbrook Close
Gregory's Mill Industrial Estate
Worcester
WR3 8BP
Events team - 01905 726 665
Hire desk - 01905 289 999
Fax - 01905 723 392
www.psgevents.com
PSG Events
@psgevents
PSG Events
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