Now that you have been put in charge of hosting a conference for your company, it won’t take long for you to realize you will be very, very busy in the weeks ahead. While you probably already know where and when the conference will be held, there are still plenty of details that need to be tended to in order for your conference to be a success. Instead of letting an unexpected surprise ruin your day, here are four things that often get overlooked when hosting a conference.
Send Your Speakers a Reminder
As you know, a successful conference usually has the very best speakers who can motivate and inspire their audiences. Once you have your speakers lined up, don’t forget to send them reminders either by email, text, or even by a phone call. After all, the last thing you want is to have your conference and your audience ready to go, but have your featured speaker nowhere to be found.
Arrange for Transportation
Since people from across the country and even the world will be coming to your conference, they will be filling up numerous hotels nearby. However, remember that they will still need a way to get to your conference venue. Instead of having everyone stranded at their hotels, arrange for a bus charter that can make getting to the conference quick and easy.
Know Food Preferences
When it comes time for everyone to take a lunch break at your conference, don’t risk having multiple people who are vegan or have other special food requirements standing around with nothing to eat. Instead of this embarrassment, ask for food preferences of your attendees well in advance of the conference. By doing so, this will make it easy to arrange for catering services, since you will know of any special accommodations that will need to be made.
Always Have Charging Stations
At any conference, attendees still have their cell phones, but may find it hard to locate a spot where they can charge up their phone batteries. Plan for this by making sure your conference site has numerous charging stations available for everyone. Remember, when attendees have fully-charged cell phones, they can post updates to social media and let everyone know about the great conference they are attending.
When you take care of these and other details that sometimes get overlooked during the planning process, you can have peace of mind once your conference begins. From charging stations and buses to knowing your speakers will be in attendance, your conference will be one remembered for all the right reasons.
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