DRAFTING THE PROGRAMME

Your next job is to sketch a programme for the conference. Think about the theme before you actually create and devise business and social activities, which will comprise a well balanced programme.

Having a theme
Some conferences are built on a theme. If you plan to have a theme you should think over some questions before planning it out.

The purpose
If you want to create an impact on the delegates and others, the theme should be a strong one. It should be able to bring in speakers for the conference, which again is the main reason for bringing in the delegates.

Selecting the right theme
An unnecessary theme does more harm than good. First you need to decide whether you really need a theme inorder to sell the event. Once this is confirmed, the best option would be a theme which puts across the message and the main idea of the conference in a clear and concise manner.

The type of event

The basic factor of all activities is to decide the type of event you want. Decide whether it has to take the shape of a product launch or a sales conference or something else. A list of the different kinds of conferences is given below:

1. A training programme
The topics that are normally covered at such an event is information about something, data and feedback, safety procedures, maintenance and usage. Interactivity is the key word here. Topics could be covered in the form of lectures, discussions and demonstrations. Decide whether you want plenty of time to lengthen the session as required, to ask more questions, to attempt new practices under supervision or to examine the products until the delegates are comfortable with them.

2. A Press Conference
Essentially to inform the media about something. It could be any type of event like the above but attention is paid only to the media. It could go on like a speech, a discussion, a demonstration or an examination and freebies for the journalists to obtain press coverage. Keep in mind the length and the order. Ideally it could be a speech, question and answers, a demonstration, an examination followed by a relaxed session.

3. A Trade Event
This kind of event is generally held to commemorate something related to trade or information about the market place, developments, trends, opportunities, coverage of trade actions and reactions, acknowledgement of various people in the industry. This kind of event could generally be like a speech/es, a discussion forum and/or question-answer session.

4. A Promotional Conference
It could be information about a new product, the reasons for its launch, its USPs, statistical data, reason for its launch and why delegates should buy it, details about the product, special features etc. Normally it could be followed like this - a short introductory speech about the product and the company, then a demonstration of the product (should give the delegates an opportunity to touch, feel, test and examine the goods) and the company's services and then the question-answer session.

5. A Sales Conference
Here you need the statistics of past sales figures, future sales, product selling methods and strategies. It could be an award function where the best performing sales personnel could be honoured. Have your time planned accordingly. Have short breaks in between to keep everybody interested in the event. It shouldn't be too long a session, which might end up being dull and drab.

6. An incentive event
More or less similar to a sales conference excepting there are fewer delegates here and the location is more exotic in nature. The objective of such an event is to appreciate the employees for their hard work and honour them. Speeches here could be inspirational in nature and there could be award presentations. Consider the order and length of the programme and its activities. Actually her you could allot more time for breaks.

7. Social activities
Mix business and pleasure together carefully at the conference. Too many speeches, facts and figure will tire the people so it is necessary to have light sessions in between. The purpose is to allow the delegates to socialise, meet and relax.

Food
The type of catering you want depends on the type of conference and its overall timetable. Possibilities here are light refreshments, lunches, buffets, sit-down meals and dinners. Consider entertainment also. Decide on the length of meals and coffee or tea breaks. Co-ordinate the timings between the meals and coffee breaks so that there is no wastage of time in between.

Entertainment
This part should not be forgotten. When you are making arrangements for delegates, you should also remember the partners. Entertainment could be of two types: - in-house and outside entertainments. Make a list of what kind of entertainment is generally wanted by your client and make a proper checklist. Think of how should everything be managed and co-ordinated? What kind of entertainment do they want? How should entertainment be co-ordinated with business activities? When you go about arranging the entertainment see to it that it does not coincide/interfere with the business activity. Parallelly work on transportation also because if it is going to be away from the venue then the delegates needed to be taken there.

Suitable for everybody
Last but not the least, see to it that the kind of entertainment you provide suits their tastes. Take into account everybody's tastes (of course…that's a bit difficult) but what this means is to do something which everybody would appreciate.

Flexibility
Also make your programme very flexible. Supposing it so happens that you are forced to remove some of the activities, then the rest of the programme should not get hampered.