Planning your first

conference event

Plan as early as possible

and consider the:

WHY you are doing the event? What is your objective?

WHO is your audience and why they are attending?

WHAT will you do? Brainstorm some ideas and themes

HOW are you doing this? Do you need a team?

WHERE will it be?

WHEN is the event? Develop a plan

WHAT is your budget?

Remember your goal!

Do you need to promote your event?

Remember using social media – save £s

Offline:-

magazines,

newspapers,

leaflets.

Online:-

email,

adverts,

website.

Have you got

the right tools

for the job?

It can be more cost effective to out source the

responsibility to a technical expert.

Getting the right equipment for the day is one of the most

important but often overlooked areas when planning an event

Don’t assume the in house AV equipment is adequate

they may not have the technical expertise

Consult an expert

Invites make sure you record who’s RSVP’d

Presenters check they are happy with arrangements

Logistics parking, transport etc

Timings prepare a minute by minute plan

Recheck all bookings (Venue, caterer, suppliers etc)

On the day

Check with your team that everything is on schedule and there

are no issues.

Confirm with the venue that they are well prepared and ready to

go.

Check you emails to make sure there are no last minute delegate

issues.

Make yourself available to your team at all times in case you are

needed.

Make sure that all the equipment has arrived and is ready to use.

Arrive at the event’s location well in advance.

….stay calm

On the day….

Remember to smile and

have fun

Ask for feedback from delegates.

How did we do today?

Did you reach your goal!

Sit back and relax

Ready to enjoy the next event

Any questions just ask – we’ve got even

more tricks up our sleeves!

Contact Us

PSG Events Ltd

Unit 11 Northbrook Close

Gregory's Mill Industrial Estate

Worcester

WR3 8BP

Events team - 01905 726 665

Hire desk - 01905 289 999

Fax - 01905 723 392

www.psgevents.com

PSG Events

@psgevents

PSG Events

Created by

Working with