Organizing an event can be difficult whether it is organizing a birthday party or a conference event. Everything consumes a lot of time, energy and money. We can also do this on our own or we can also hire the event planners to do this work for us. However, Organizing Conference Event in Delhi requires some forethoughts and data resources at the initial stages.
While organizing an event you look peaceful and calm at the outwards but in the inwards your feet are underwater and you are paddling to keeping floating on the water.
The process of organizing a conference event can take around 2 to 3 years but if you have the ability to make swift decisions than you can organize this in a single year as well. The real fact of organizing a conference without any experience is that you can lose a lot of thoughts on multi small topics while overlooking on the important topics.
To make this process simpler for the first time, we have made the step by step approach to organizing conference events. You can walk through the steps and get the brief about how to be successful in organizing conference event.
What is the vision or the purpose of this conference?
You need to start with your vision and purpose of organizing this conference. You have to convert your thoughts into writing. The cost of organizing the conference, the topics that need to be covered in the conference, time at which the conference needs to be held, the venue and many others things have to pre-planned. So, nothing goes wrong when the conference is organized. Organizing an event can take around months if the event is small or it might take months if the event is big, there is no hard and fast rule for this. If you organize the event on time then you have enough time left to prepare for plan B as well.
- Conference plan:
There should be a plan for everything like how many people are going to attend this meeting?, What are their expectations from the conference at the end? Also, you should keep in mind whether it is appealing to a niche market or it is a regular meeting of the company. Each and everything should be kept in mind. Write your thoughts about all the questions that I have written and then start searching for some of the good ideas so that you can end up with a successful conference.
- Money is the important factor:
Are you thinking about organizing a conference and that too without deciding the budget? Do not think about it, start writing it. You need a solid plan for your budget. What will be the cost should be decided at the early phase of the planning, unless it is being sponsored by someone else.
Now in order to decide the budget, you need to have the plan. So the plan includes, whether or not there will be any guest speaker. If, yes, then it will cost you more. Also, there will be the cost of the catering. You have to keep a note about all of the above plans as well as the venue booking and other stuff.
- What will be the location?
The venue is the most important part that should be kept in mind. Space is the matter that you should have a close look at. You should know the number of the guests that will be attending the meeting and the space that will be required to accommodate them. You should have a close look at the rooms of the hotel or the venue where your guests are going to stay. There might be people that are coming from far places. So, there should be complete facilities and comfort for the far guests.
- Negotiate because there are always some hidden charges:
You should not give the vendor the price they are asking for the venue and for the catering. Firstly you have to prepare the plan yourself then you havhyge to estimate a price number that is at least 8 to 10% lower to the exact number. This is the price that you are going to negotiate for. As there are always some of the hidden charges like taxes that the venue owner will going to hide from you and will estimate a number that is quite high. So, you need to negotiate it.
You can also compare the prices of the different venues and caterers. After that, you can choose the exact venue that you are going to decide for the conference event. This how to be successful in organizing conference event.
The effective marketing of the vent is very important to fill out all the seats in the conference hall. A good number of the attendees will make your event a success. it can also increase the opportunities to increase the revenues and the sponsorship. The more is the crowd, the more will be the publicity and advertisement of the brand increase. If you are successful in marketing the event, then everything else will become much easier. Another way to be successful in organizing conference event.
- Great staffing:
To make an event a success you will require a good staff that will make your event a success. From catering to the security people, everything should be perfect to make a conference event perfect.
- Target the goal:
You have to start thinking about the time at which the event will start and the time at which it will end. So, you can implement it. There should be some time left in between for the network purpose and the free workshop. You have to make a plan to serve the attendees with the snacks and meals in the intervals. This all together will make your event a success.
To conclude, I have discussed the above steps that are the best solution on how to be successful in organizing conference event and if you want to hire event organizers then Event Management Companies in Delhi are best in planning any events in surrounding areas of Delhi. I hope you will find this article helpful.