Preparing for a convention can be a very stressful ordeal. There are so many things to worry about - from the venue to the refreshments, and even to the souvenirs that will be shared at the event. It's no wonder event planning was named the fifth most stressful job in 2017 by Forbes.
However, it doesn’t necessarily have to be stressful for you. Here are some tips you can use to plan your next office convention seamlessly.
Prepare a budget.
The budget is the first thing you need to handle when preparing for a convention. It’s basically the map of the whole event, and it determines everything else that will be involved, as well as what won’t be. There are two basic approaches to preparing a budget. You can decide how much your organization is willing to spend, and then find items that fit into the plan.
You could also find out how much everything you need to do is, and then see how you can raise the money. If you’re not able to raise enough, you can then scale down the budget. You can look for more affordable alternatives (a cheaper venue, less food, fewer days), or cut down on the number of activities you want to feature.
Assemble the right team.
Even though the budget is essential, the planning team is just as important, if not more so. The right team can find the best items and services for the most value. That can ensure you're able to fit more items in your budget. The right team can also ensure that everything runs smoothly, and all the wrinkles are ironed out long before the day of the event.
However, the opposite can happen if you don’t take time to assemble a great planning committee. The planning sessions may be filled with arguments on the smallest and most insignificant details. Personal agenda can quickly overtake the overall theme of the event. That's why it's crucial to assemble the right planning team for the job.
No convention is complete without custom-made items. They distinguish the event from the tons of others that your attendees have probably been to. Custom items like pens, jotters, and other writing materials can be great souvenirs for people to remember for a long time to come.
You can also hand out items like ID badges and customized lanyards to distinguish registered members of the conference. You can get Specialist ID lanyards in whatever colors and patterns fit for your company image.
Make sure the venue and vendors are set.
While picking a venue for your event, you have to ensure it's in a convenient location for at least most of the people that will be attending. You also want to make sure it has enough space for everyone you’re expecting, as well as other features, like good Wi-Fi.
Wherever you choose to use, you have to make sure it’s yours. If you’re renting an event center, it's best to book and make a down payment way ahead of time, so you don't get any unfortunate news later on. It's also important to double-check with the vendors to ensure that your slot is still yours.
It's better to find out there's a change of plan early in the planning phase than one week before the event.