Planning a company conference can enhance you career and visibility. It strengthens the companies vision and missions depending on its objectives. A well planned company conference is tailored to offer a smooth run through out the event. It all begins from the design and conception stage to the detailed execution and finally the employee’s awareness of the event. Hotels are known to provide expert and knowledgeable services when it comes to planning for a conference. They offer a variety of services that guarantees a memorable and successful event.
Outlined are some of the tips to follow for a successful company event/conference;
- Having a clear purpose of the conference
For a company conference meeting to be successful, it must have a specific and defined purpose outlined. For instance, what do you seek to accomplish? Is it for the purpose of motivating a sales force? Or are you looking to arrive at a decision of a particular matter? Therefore setting up meetings with vogue purposes will ensure you have an effective corporation session.
- Create a budget
Once you have a clear purpose for the company conference, you need to create a budget. In it, safeguard all the categories needed. If you are planning to hold a full board conference event then a venue with budget accommodation can save you the day.
Some other that should be put into consideration is the facilitation fee, you have to decide whether you do the facilitation on your own find out if the venue providers offer facilitation & at what fee. If yes.
How many members will you have for the conference? This ensures you select on the appropriate size of the conference room among others. This factors enables you know everything needed as well as a rough estimation of the total cost. Having all that will now enable you search for hotels/venues that suits your budget.
- Choose an appropriate hotel that matches your wish list and budget
After knowing your budget, it is only accurate to pick on a hotel that matches your wish list with its budget. A wish list may include factors such as, how far should the hotel be from the company? For example if you are planning to hold a conference in Naivasha then your company will have to be located in the outskirts of Naivasha. Do you want plenary sessions where everyone gathers to listen to a speaker? Choose a venue that will accommodate the number of people and type of meeting that you want. Select a hotel that offers flexible meeting packages and that is well equipped to handle your needs. Apart from the wish list, the hotel of your choice should also concur with your budget since different hotels will list out different prices.
- Research on available dates
The planning period of a conference needs to be done at least three months prior or even more. This is because meetings have a multitude of logistics. You need a venue, facilitators all available on a particular date. If you don’t plan in advance either of the elements may be limited making the meeting ineffective. Therefore ensure you choose on a day that the venue is free, through making early bookings and choose on a date that is suitable for all members, a day that at least all members can avail themselves. Once you have those dates then you can finally decide on the meeting dates.
- Book the venue
Most Hotels will require you to make a deposit to in order to book you a venue. Now that you clearly have a purpose, a budget, a venue and the meeting date, set up commitments for the place where the conference will be held. If the venue or rather the hotel will be responsible for preparing and serving meeting meals, set up commitments for those as well. .Your venue is now ready and well secured!
- Develop an Agenda
You may a good sense of what the agenda is from the initial first step but at this point it may be necessary to sit down and develop the agenda point by point. This factor will ensure the meeting runs smooth and effective leaving your employees feeling keyed up and enthusiastic about their work.
- Publicize the meeting
Publicizing the meeting will stimulate the workforces and let them know what the meeting is all about. This factor should outline reasons for attendance, venue of the meeting, the dates, surrounding attractions to allow early preparations. It should also be done in a formal way including via mails, company’s newsletters or even via flyers and brochures.