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How do I develop a plan for my Event or Conference?

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The first step in planning an event or conference is to determine a purpose for the event. Why are you holding the event? What do you hope it will accomplish? Who would you like to attend the event? Why should people come to the event? Answering these basic questions will help you lay a foundation for the event, from which you will be able to build all of the details. It is important to remember the answers to these questions - which will become your purpose and goals - throughout the planning so you do not lose sight of the vision.

Then it's time to work out all of the details that will allow you to accomplish your purpose. First, set a budget. The amount of money that you have to spend on items will determine many things so it's important to know what funds you are working with early in the planning process.

Then develop your timeline. Set deadlines for each step, leaving time for the unforeseen hurdles that inevitably crop up throughout the process.

Now it's time to jump into the details. Set a date. Find a location. Determine who your attendees will be and how it is best to reach them with information about the event (direct mail, advertising, media coverage, partnerships with other organizations, newsletters, e-mails, etc.).

Once your event is over, it is easy to rest on your laurels and forget about it until next time. But it is highly valuable to bring together all the people involved in planning shortly after the event for a follow-up meeting. What worked? What didn't? Take detailed notes so that the next time you set out to plan this event or another, you can remember what to change and what not to change.

For conferences, asking attendees to complete surveys can help in planning for future years. Survey questions could include:

What sessions and presenters did you appreciate and why?

Were the accommodations comfortable?

What offerings would you like to see in the future?

What speakers would you recommend for the future?

What dates and locations would be best for future events?

How did you learn about the conference?

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