MANAGING THE EVENT

Having staged rehearsals successfully, you should be able to approach the conference itself with quiet optimism – by now, you have done all that you can to ensure this is a winner. To manage the event well you have to oversee various tasks and duties. Most notably: getting everyone there, watching business activities, monitoring social activities and sending everybody home.

Getting everyone there

Your initial task is to make sure everyone arrives punctually for the conference and in a positive frame of mind, and in addition that every thing is in place for them on their arrival, and thereafter.

Travel arrangements:

Are they making their own way here. Do they know where to go? Do they have a map? Do they also know when to arrive? Do they have those pre-conference documents? Are they aware of what to do in an emergency? Are they being collected? At what time? Are they and the collectors aware of the details? Are standby arrangements in existence in case of problems such as strikes, curfews or breakdown.

Accommodation:

Have sufficient rooms been booked and at the right times for the correct periods? Are they the right types – singles? Twins? Doubles? Family rooms? Are they in the required places? Ground floor, perhaps to give easier access to disabled speakers and their partners, possibly? Are facilities and services available and ready as well?

Travel:

Are they coming on their own? How are they coming? Do they know all they need to know – where and when to arrive and so on? Are they being picked up by taxis, minibus or coach? Is everyone familiar with the pick-up points and times? Do you have someone on standby in the event of difficulties? Outsiders?

Accommodation arrangements:

Have the right numbers and types of rooms been made available and on the correct dates? Have they been booked for the right lengths of time and are they sited where you want them to be? Have the facilities and services that were requested been provided?

Concerning speakers and delegates participating in the conference, are the conference executive and his or her team aware of who is attending, the number of people who will be there, when they will be present and for how long?

With regard to your particular requirements, which conference rooms will be occupied by the participants? When exactly are they being used? How long are they being occupied? What facilities are required – where, when and for how long? What services and equipment?

Have all the appropriate arrangements been made with your suppliers?
Has everything been tested already, viewed and amended and agreed in writing? Has everything been arranged with individuals and organisations supplying those facilities and services which are unsatisfactory or unavailable at the venue itself? What about other outside suppliers? Do security staff know precisely when and where the conference is taking place? Do they also know just how long they need to be there and what their responsibilities are while they are at the venue? Is sufficient insurance cover in place for everyone and everything involved with the event?

Which speakers, delegates and their respective partners are staying overnight? How do they divide up, into single rooms, twins, or doubles and family rooms? So, how many rooms are needed, what types, when and for how long? One night for some perhaps, two for others? Where? Ground floor for some, anywhere for others?

Regarding your specific needs, does the hotel know what you want to be provided for those people staying overnight? Which facilities, services, equipment and any other needs? Are they catering for these requirements, and satisfactorily?