How far in advance should you plan a Conference? Also, how far in advance should we begin collecting money?
When should we begin accepting deposits towards the Conference?
The Conference will be a Empowerment Conference for women. I do expect people to travel from afar… I also expect speakers to attend. We want to make reservations for a nice hotel, and tour whichever city we end up having the event in.
It does depend on the type of conference. If there are going to be meals/banquet/coffee service, you’ll need to know to arrange things with the hotel or food service organization. That’s one time limit. Are you going to be providing any materials? You or your presenters will need to know how many attendees to provide materials for. There’s another factor. You need to make estimates of the number of attendees so you know the size of rooms to reserve, etc. For the type of conferences I organized (educational for professional continuing ed), the sooner I knew how many people were coming, the better. Organization started sometimes 2 or more years in advance. Speakers were booked that far out & facilities arrangement were as well. Depending upon what type of conferences your target audience is used to attending, your reservation form with payment in full (& a discount for early reservations) can go out 6- 12 months in advance with payment due 2-3 months before the event. The later the reservation, the smaller the discounted price. I didn’t like at-the-door attendees as when the number was real high, it could really throw things off. So, it always cost more to register at the door. If the conference is for the general public, its a much shorter time line. Good luck!
February 9th, 2010 at 9:29 am
I would need more information to answer this question completely.
What type of conference? Far away will the people have to travel to the conference? How many people are you expecting to come? This this conference open to the public or only by invitation only?
References :
February 9th, 2010 at 9:47 am
Alot of variables go into a conference. Who’s attending? Where are you having the conference? What time of year?
Without knowing more information it is difficult to answer. Alot would depend on what kind of demand there is for meeting space where you are having conference.
References :
February 9th, 2010 at 10:01 am
302 days works best
References :
February 9th, 2010 at 10:21 am
It does depend on the type of conference. If there are going to be meals/banquet/coffee service, you’ll need to know to arrange things with the hotel or food service organization. That’s one time limit. Are you going to be providing any materials? You or your presenters will need to know how many attendees to provide materials for. There’s another factor. You need to make estimates of the number of attendees so you know the size of rooms to reserve, etc. For the type of conferences I organized (educational for professional continuing ed), the sooner I knew how many people were coming, the better. Organization started sometimes 2 or more years in advance. Speakers were booked that far out & facilities arrangement were as well. Depending upon what type of conferences your target audience is used to attending, your reservation form with payment in full (& a discount for early reservations) can go out 6- 12 months in advance with payment due 2-3 months before the event. The later the reservation, the smaller the discounted price. I didn’t like at-the-door attendees as when the number was real high, it could really throw things off. So, it always cost more to register at the door. If the conference is for the general public, its a much shorter time line. Good luck!
References :
February 9th, 2010 at 10:56 am
As soon as you have some idea of what your conference will be on and when you’re holding it.
Collect money as soon as you’ve verified dates and place and presenter…if you’re having outside ones.
The more time you have doesn’t necessarily mean it’ll be better. Sometimes the best conferences come up by being short of time and getting truly creative…so don’t ever think you’ve left it too late.
Decide what it is you’re going to do and then do it!
The strategy is to just get into it.
References :
http://www.strategic-planning-in-action.com