Step-by-Step Conference Planning Guide
Planning a conference is a big task, so you want to get organized from the start. Here is our complete guide to organizing a conference from start to finish.
Event Setup Checklist for Venue Coordinators
Venue coordinators are charged with making sure the room is set to specification. Here are some things they need to look for.
Choosing the Right Conference Pricing Strategy
The way you price your conference has a significant influence on the demand for registration.
6 Low Cost Ways to Market Your Conference Online
Some of the best ways to market your conference online cost very little. Target these placements first before dipping into your marketing budget.
How to Evaluate Online Event Registration Systems
Here are the important thing to consider before committing to an online registration system to handle your event RSVP's.
Key Venue Staff Members to Meet on Event Day
Larger venues have several different departments and you'll want to introduce yourself to these supervisors during setup time.
Interactive Conference Ideas to Engage Your Audience
Today's conference attendee expects more than just speakers. They want unique engagement opportunities that are not available in other formats.
Green Hotels Incorporate Sustainability in Food and Bev, Guest Rooms
Meeting and event planners should know what sustainability initiatives are being embraced by green hotels and choosing conference and event venues space.
Signage Strategies to Manage Conference Flow
Proper use of event signage will make insure all your attendees end up in the right place.
Event Operations Should Emphasize the Importance of Service
Whether the staff works directly for the venue or your own organization, it's important to remind them about the importance of a service-oriented attitude to the event.
Popular Meeting Space Floor Plans
Hotels and other conference facilities typically present meeting room space based on seven of the most popular floor plans. Understand how these numbers impact your event space.
What is a Pre-Con?
A pre-con meeting is a meeting that is held with event vendors and suppliers where the event or program is scheduled to take place. It is held usually one or two days prior to the actual event, and is different from the walk through that occurs on the day of an event. Learn more about what is a pre-con.
Conference and Meeting Packages Offer Predictability for Conference Budgets
For the European market, it's not unusual for hotels to present event planners with a meeting or conference package that reflects a daily delegate rate. Will this trend take hold in the states? Learn more about how this pricing strategy works and may help conference budgets.
Incorporate Elements of Sustainability and Recycling into Hotel Vendor Contracts
Meeting and event planners interested in establishing green meetings may incorporate these items into their hotel contracts, sample hotel addendum elements, and more.
PCMA Room Setup Considerations
PCMA has published a listing of room setup advantanges and disadvantages which is a useful education tool to understanding pros and cons of various room setup arrangements.
HSMAI Industry Events Calendar
Hospitality Sales and Marketing Association International (HSMAI) holds industry events around the country through the year, and these events are attended by hotels in each of the locations. These are an excellent way for event planners to get to know many conference services managers at once, and learn about local and national property issues. HSMAI update its calendar regularly.
Event Space Calculators from Marriott
Marriott has developed two space calculators that will help event planners: seating and square footage. Enter the total number of attendees and/or room dimensions, and these calculators will provide a good estimate. Keep in mind other space considerations, such as ceiling height, room location within a hotel, actual event purpose, etc.
Meeting Space Calculator
The Meetings Industry Megasite which publishes information for meeting, convention, incentive and trade show professionals, has developed this great tool to help event planners determine if a space will accommodate their event.
Approach Writing Formal Invitation Letters and Materials for Meetings and Incent
How to for writing formal invitation letters and materials to a variety of events, including incentive trips, meetings, conferences and more.
Include a Welcome Letter for Your Incentive trip or Meeting Attendees
Planning an incentive trip or other meeting that will require writing a formal welcome letter for guests? It's easier than you think. Use this sample welcome letter as you develop your own template!