Planning a Conference - Article by Pembi Conference Venue in Sandton

Conference Articles - Planning a Conference

Conference Articles > Planning a Conference

The process of planning for a conference should start as soon as is possible. Firstly a date should be chosen for the conference and an early estimate of the number of delegates that would be attending the conference must be obtained. Find out if extra meeting rooms will be required and what social events need to be arranged around the conference. Taking in consideration all the requirements for the conference a suitable venue will have to be selected and a "holding deposit" for the venue paid.

About three months before the conference you must confirm your attendance estimate and your original booking with the conference venue. Submit a further deposit and a copy of the conference program if required by the conference venue. This is also a good time to consider any pre and post conference event activities that delegates may wish to undertake.

A month before the time you will be required by the conference venue to confirm the total number of delegates as well as the numbers for meals. Confirm the arrival/departure dates and times for the conference delegates. Inform the conference venue of the audio-visual aids and registration areas that you will require.

A week before the conference numbers for accommodation, meals, social events, tea breaks and meetings should be finalised. It is recommended that you review the entire program with the manager of the conference venue.