Planning an Event or Conference - 4
Final Details
Once the venue has been booked
Dietary Requirements
This is a must of you want the event to run smoothly on the day. Vegetarians, vegans, pregnancies, diabetics, nut allergies, religious and gluten free diets all need to be considered.
Accomodation
Who’s coming? – Does anyone need to be upgraded to a luxury room? Is there a pecking order in which you want rooms to be allocated? (The Chairman tends to get upset when he discovers that the Marketing Assistant has a better room than he does!)
Does anyone need a non-smoking room? Is everyone based on single occupancy? Are the people in double rooms couples? Do there need to be broadband connections in the room?
Final Itinerary and Timings
Sounds simple but timings can cause issues. Is the room layout remaining the same throughout the day? Is lunch being provided in the same room? Are you having private dining or any activities in the room? All of the times need to be known so that turn around times and coffee breaks can be correctly timetabled.
Who Pays for What?
Is the company or the delegate paying for any extras? In part this will depend upon what is included within the rate quoted but wines, bar bills, newspapers, laundry and mini-bars will still need to be considered. Items to be paid by the company will go on the company’s Main account and other items on individual or room accounts.
You need to stipulate what goes on the Main account and who has authority to charge items to it. Some companies will have a bar limit after which point the main organiser can be contacted regarding the next decision. Unless you want to gaze in horror at the company’s bill the following day always appoint the finance director or a teetotaller for this task!
Checking In
Depending on your schedule there may need to be an exclusive check in desk for your company – not only will this speed up you check in times but it will also give a specific area for your delegates to head towards. You may also need other signage directing your delegates to a certain conference room.
This always requires careful thought and planning, particularly if delegates are responsible for their own bar tabs and extras. Even just forty delegates queuing to register and have their credit cards swiped can cause friction and a delayed start to your conference.
Checking Out
Again requires some thought, particularly if your conference continues on the last day as the venue will invariably need the rooms cleared by 10.00 am. Arrangements will need to be made to store baggage and for individual guests to pay their room bills.
