If your boss has selected you to organize a business conference, then consider yourself as one of the most reliable employees, as this is a huge responsibility. Due to this, you must ensure that the event is top notch and well-organized, as it reflects the reputation of your company. Here are a few tips to keep in mind when undertaking such a task.
Purpose and venue
In order to choose the location, you must first decide what type of event you will be hosting and the purpose of this event. It could be for promotional purposes, interaction with new companies or to motivate the employees. Once this is finalised, decide on the number of people invited to this event. Based on this, decide on the location. Small wedding reception venues Melbourne would be ideal if you plan on having limited number of people, whereas large scale events would require a venue which could accommodate a higher number of people.
Budget and media
The first thing you must decide on is the budget, this will decide on how much you can spend on other aspects such as food, venue, promotional activities etc.. If this event is for a larger company, then such corporate events would require the presence of the media. However, media does not necessarily refer to news reporters. It includes photography, music and entertainment.
Food and beverages
You must ensure that you hire a catering company which serves top notch food. Moreover, you must keep in mind the requirements of your guests and clients and ensure that the menu consists of a variety of food. Since some individuals may eat only vegetarian food whereas some may not consume alcoholic drinks. However, if you are hosting this event at a hotel, then discuss these details with the conference manager or banqueting manager, and they will take care of this.
Plan the event
Organize all the details of the event in advance as you may not have time to look into every detail on the day of the event. Therefore, decide on the aspects such as food, beverages, lighting, media, entertainment and presentations. Moreover, finalise the staff and assign their positions to them in advance and enlighten them on the aspects which they will have to monitor on that day.
Paperwork and bills
You must ask for written bills for all the payments that you have made, as this will have to be submitted to the accounts department. Moreover, ensure that your suppliers and venue manager produce a written list with the details of your event requirements, so that it is easier for the staff to understand and follow the instructions, without your presence being necessary.
A business related event requires a lot more planning and perfection compared to an event such as a party. Since there will be a number of business delegates and clients present at such events, your company’s reputation is at stake. Therefore, you must ensure that you hire the best suppliers and the reserve the most suitable venue for your event.