Many corporate offices either host or send their employees to attend conferences related to what work they might be engaged in at the time. This could include anything from a conference where training is provided to employees, where employees exchange information and plans. For instance, if you are part of a multinational group of companies or organisations, then there will likely be employees from the world over or from different branches looking to exchange ideas and learn. Hosting such a conference is no easy feat so here are some suggestions.
First things first, you will need to get a head start on organising and sorting out all the logistics for the event. This will include ensuring that you have a list of invitees and participants and that you follow up on their attendance. You will need to scout a location to host the conference – we would suggest a hotel – especially if it is a large scale conference. Then you will need to ensure that accommodation, transport and meals are also taken care of for each of the participants and invitees. If you are booking a hotel for the conference, you will likely be able to book rooms at the same location and may even be able to get a decent rate at the same hotel.
Check on amenities
When booking a space in which to host the conference you will need to ensure that the space has all the necessary amenities. For starters, you will have to ensure that there is enough seating for all the participants – so look into booking a large hall or auditorium. You will also need to set up a head table or platform for the speakers or leaders of a conversation to be located on. You will need to ensure that the room is equipped with a sound system and that mics and speakers are available and in working order. Also check on whether hotel meeting rooms are available for use. Book a few hotel meeting rooms for smaller meetings and group activities that might be conducted over the course of the conference. You could also set up a base of operations for the organising committee in one such hotel meeting rooms.
Delegate you work
Organising such a conference is not a task for a single person. You will need to delegate work and ensure that you have a great team that you can trust to help you pull the whole thing together. Have a communications team to handle correspondence, have one team in charge of participants and yet another to handle the actual venue and the lunch buffet Bangkok proceedings – if your tam works well the conference is sure to be a success.