A successful convention requires a lot. The time, energy, and resources required is much. It starts with the idea to the place, keynote speakers and so on. Planning for one at its best has a toiling effect on its organizers. Here are some ways to get the ball rolling.
Arrange a committee
Set up a committee at least six months to the time. The committee should consist of people that are dedicated and driven, as a convention is no child’s play. Delegate tasks to each person and give them deadlines to keep them busy. Have a monthly meeting with them to get details on their duties. Three month to the meeting, meet twice in a month. Once it remains a month for the program to start, the meetings should be weekly.
Start planning early
Early preparation needs a year to start, as popular places require advance booking. The best conventions prepared a year ahead of time. If they have, less than nine months to prepare chances are that there might be great flaws or cancellations.
Pick the date and location
The time and location are the most important aspect of the event, until these get attention, there may be no deal. Settling the location issue will make it easier to make other plans. Deal with this first and others will fall in place.
Notify members early
The earlier others know of the date, the easier it will be for them to keep the date. Notifying them early could make them valuable in the plans. Besides, knowing early will help them arrange their calendar for the convention not to clash with their personal plans. This will make them participate well.
Prepare the agenda
This part can take a long time. As they reach agreements, they should note the specifics. Hold contest or votes to reach conclusions on the themes with logo ideas. This could be the only way to reach a consensus on this. As the plans for these are on, remember to consider speaker suggestions with workshop titles too. Sending letters to suggested speakers can help with workshop titles, as some will decline to attend. Sending these letters with deadlines on replies can help. Even with the responses, create room for substitutes as keynote speakers may have a change in plans at the last minutes. Make plans past the agenda so an alteration will not have a negative effect on it.
Some days to the commencement of the program, erect the spot that will serve as the office area. Then delegate those that will be in charge of the registration and those that will call to confirm the arrival of the speakers. Walkie-talkies can aid communications among committee members as it could also help maintain order all through the event.
Enjoy the event
It may not be foolproof but with the best preparations, as there will be little problems along the line. Make sure everyone gets the desired attention as the job ends with the event. Then it will be time to relax.
The key to a successful convention is planning early. Seeking the efforts of others will make it easier.