THE ULTIMATE CONFERENCE CHECKLIST…GET READY!

Posted on Tuesday, 19th April - 2022, in HOW TO and ADVICE & TIPS, by Saki Mimura

Everything You Need To Plan The Perfect Conference For Your Staff. 

Holding a conference can be overwhelming. You may wish there is something like a detailed step-by-step guide for organising a meeting. That is probably what brought you here, and here we provide the ultimate instruction for conferences. In this article, we focus on holding a meeting for your own employees. When a huge assignment is broken down into smaller pieces of tasks, it is easier for you to approach. So, let’s get started!

Where Do We Begin?

Usually, discussion planning starts way before the expected date of the conference. It may vary depending on the size of the meeting, but you want to start planning 6 to 12 months before.

STEP 1) SET A THEME AND OBJECTIVES 

Before diving into the details of the conference, you need to articulate what the conference’s theme and objectives are. To make those clear, try to answer the questions listed below.

• What message do you want your employees to take away?
• What do you want to achieve?
• What do you want your employees to learn?

Your theme should be something simple and easy to remember. Once your theme and major goals are established, you are ready to choose the format of the confabulation that would work best to deliver the most significant message.

STEP 2) PREPARE THE BUDGET

Since you are holding a conference for your own employees, it is unlikely that you sell tickets for it. However, regarding your expenditure, it is vital to prepare the budget by estimating realistic costs for essential factors of the conference.

Your budget should consider…

• The venue
• Transportation
• Guest speakers
• Activities
• Planning team members
• Gifts for attendees

STEP 3) FORM A TEAM  

It is almost impossible to plan a conference all the way just by yourself. You need a team whose members are gathered for the sole purpose of holding a successful meeting. When you form a team for the conference, you should decide if you organise everything within your company or make use of external providers, like Unique Team Building, to assist with your preparation.

Your team takes charge of…

• Planning: choosing the date and location, planning the activities, etc. 
• Administration: taking care of the budget, informing employees, etc. 

The more people involved in the decision-making for the conference, the more creative ideas and choices will be presented on your table. Moreover, it is important for you to have your employees’ perspectives in your team as the target of the meeting is your own employees.

STEP 4) CHOOSE A VENUE AND THE DATE

Now that you have set a clear budget for the venue and formed a team, it is time for you to select the best location to hold the conference. When you choose a venue, make sure you keep in mind…

• Number of employees estimated to attend
• Number of days/nights and accommodation requirements
• Easily accessible location
• Essential equipment and facilities

When you book a venue, you also need to choose a date to hold the conference. Here are some tips for when to hold your conference…

• Avoid holiday periods and weekends
• Do not let the date overlap with other big events 

As the target and the audience of your conference is your employees, make sure the location is easily accessible and the date does not interfere with their private lives. 

STEP 5) PLAN ACTIVITIES 

This can be the most significant part of planning the whole conference. Depending on your conference’s theme and objectives, you may want to invite guest speakers, offer fun exercises, or hold a panel discussion with professionals. Keep in mind that your audience is your employees so make sure to plan activities that attract your employees and make them receive your message. Below are some of the activities you can do at the conference. 

• Ice breakers
• Integrate activities between programs
• Energisers
• Dedicated activities for a specific program
• Break-out activities
• Outdoor exercises

STEP 6) BRING OUTSIDE PEOPLE INTO YOUR CONFERENCE

INVITE GUEST SPEAKERS

As stated above, inviting some guest speakers can help you deliver the theme at the conference. Your employees are likely to enjoy learning and being inspired by some professionals who they cannot get encountered easily. When you invite guest speakers, you need to compensate for your budget and communicate with the speakers to ensure the unifying theme is delivered. 

LET TEAM BUILDING FACILITATORS LIGHT UP YOUR CONFERENCE

You may plan out fun activities mentioned above in your conference, but it can be hard to deliver them all by yourself. Team building facilitators from Unique Team Building can substantially help you bring out enjoyable exercises to your staff.

RECRUIT VOLUNTEERS

It may differ with the size of the conference, but you are likely to need some volunteers helping to keep the conference going on the day. It can be your attendees or a group of students who are interested in your company. 

STEP 8) PREPARE A DETAILED SCHEDULE

Once you settle the location, date, and activities of the conference, you are ready to build a detailed schedule of the day. Make sure to allocate each activity well to keep your employees entertained and keen to learn, instead of making them bored. 

STEP 9) INFORM YOUR EMPLOYEES OF THE CONFERENCE

It is finally time to inform your employees of the conference. It is crucial that you leave your expected audience plenty of time to register and secure the date. 

STEP 10) HOST THE CONFERENCE

Your big day is here! It is always better to prepare and rehearse each activity beforehand so that you are not likely to panic if something goes wrong. Otherwise, enjoy the moment. 

STEP 11) RECEIVE FEEDBACK

After the conference is over, do not forget to let your employees give you some feedback. This way, you can visualise what went well and what didn’t. If your theme was successfully delivered, good for you. If some of your employees got stressed by a lot of information given, then there is some room for improvement. 

CONCLUSION

Holding a conference for your employees is very beneficial for both you and your employees. It is a great opportunity to review the overarching goals as a company and build a strong relationship with one another. Planning a conference from scratch can look overwhelming, but with adequate time and the step-by-step guide explained above, you can make the most out of the opportunity. 

Contact Unique Team Building if you want some fun and special activities involved in your conference. We design and provide a variety of programs for learning new skills and team building.  

Email us or call 07 3186 1026.