Conference Planning – Things to Do Before a Meeting

conference planning

If you have a large event coming up soon, be sure to get all of your conference planning done as soon as possible so that you can ensure the success of the event. Here are some ways to ensure that your conferences are successful.

Basic Tasks

The first step in conference planning is getting your conference room ready. Conference Planning Task #2: Make sure that everything is set up in your conference room so that you and your attendees have easy access to it. Typically, conference rooms should include desks and chairs. You will also need to prepare your conference room for any equipment that may be needed such as computers, printers, and a power outlet.

If you have a large meeting or seminar you need to hold, conference planning task number three is to make sure that everyone who is attending has something to do, which means a meeting. If you use email or internet conferencing to hold your meetings, conference planning task number four is to make sure that you have enough chairs and tables for everyone to sit down and share their ideas and thoughts.

Conference planning task number five is to create a schedule of when your conferences will take place. Schedule out when your meetings will start, when you will end, and how many times you plan to have these types of conferences in the year.

Conference Planning Task Number Six is to create an agenda for the meeting. It is best to make sure that your agenda is completed early on in your conference planning so that you can give yourself time to organize everything and get everyone to stay on task.

Conference Planning Task Number Seven is to write a preliminary agenda down so that you can be able to review and go over it at a later date. Conference Planning Task Number Eight is to create the agenda and get a copy to each member of your conference team so that you can look through it once you have all of your delegates present.

conference planning

Final Steps

The final step in conference planning is creating a list of items you will need to cover to ensure that everyone’s attention is on the goals of the conference. Conference Planning Task Number Nine is to write down the goals of your conference and post them in a location where your delegates will see them every day. Also, include a table where each delegate can list their goals.

Conference Planning Task Number Ten is to make sure that all the equipment is set out in the conference room and that everyone present knows how to use it. You might want to provide an area where all of the delegates can put their laptops and phones down in case anyone else needs them. Conference Planning Task Number Eleven is to make sure that the conference room is prepared for the meeting and that all of your delegates can access it.

Conference Planning Tasks Two to Four was pretty self-explanatory. Conference Planning Task Five is to write out your agenda and write down the goals of your conference and include a map with the location. Conference Planning Task Six is to send out the agenda to everyone and create a schedule that outlines who will be attending the conference and what times they should come to your meeting.

Conference Planning Task Seven is to print out the agenda for each delegate and then read it over to each delegate. Conference Planning Task Eight is to take the copies of your agenda back to all of your delegates for review. and ask them if they have any questions about what was discussed. and what they think they need to know more about.

Conference Planning Task Nine is to check the conference minutes and then print them out to keep for future reference. Conference Planning Task Ten is to ask all of the delegates to write down their thoughts on the agenda, which will help you organize your conference better. Conference Planning Task Eleven is to keep a log of any changes made as well as a list of questions that need to be asked.

Make sure that all of your delegate and your participants feel comfortable throughout your conference. Conference planning is a time of communication and if you are not clear about how everyone should move through the meetings, it can lead to confusion and lack of results. Remember to keep everyone involved, even if there are disagreements.