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This obviously only applies if you are hosting your conference or seminar in a hotel A good rule is to check out the cost of the hotel's restaurant lunch buffet and ask for that rate. The following are a few tips to help you avoid the common 10 pitfalls of the planning phase. Their firm may be very reputable but you are not the only fish in their sea! Profile the prospective attendee who you want to register and then begin subject and content planning based on that information Boost in-house know-how with freelance talent - art, copy, and marketing; don't try to make do with inexperienced staff.


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What will be the time frame for meals/breaks? b) Paid events tend to have significantly fewer no-shows than free events because no one wants to pay to go to an event that they dont plan on attending. It is because of this fact that a lot can ride on the events success; particularly for the organizer of the event. Some highly successful events that are marketed by professionals don't even get a 1 per thousand responses. Request and prepare photocopies of handout materials, required A/V equipment, room setup, travel, and accommodations. Insufficient ventilation and heating Common Planning Mistakes Not every one of us was born to plan meetings, tirelessly poring over details and taming the imperative minutia that threatens uncontrollability.

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Conference Event Management Resource

Extra Budgeting Tips

Conferences are not required to make a profit, but are expected to at least cover their own expenses.
Conferences are intended to provide quality programs and information at an affordable cost to its members.

Because of this, you must budget conservatively, estimating expenses high and attendance low, while focusing on keeping the event affordable for members.

As a general guideline the registration fee is under 0 and the hotel accommodations are -100 or less. These fees may not apply if you are hosting a presentation for a client for work purposes. However, some extras include the following:

Communication between the planning committee members can be enhanced by utilizing an e-mail list which can be hosted at the Executive Office. Regular teleconferencing can also be utilized to enhance conference planning. Judicious use of money for planning meetings is highly encouraged. A great way to maintain communications is through software like Microsofts video conferencing on the computer which is free.
Keynote speaker fees should not exceed 0 plus reasonable expenses (usually approximately 0 if airfare is required).
Appropriate e-mails can be sent to all members of your region by the Executive Office, at your request. Plan ahead to use this service to save printing and mailing costs and to send information to members in your regions quickly. In addition, monthly HIGHLIGHTS are sent by the EO to all members, which can include a link to your region's web page.
Food costs should be balanced with overall enhancement of the program. Luncheons are less expensive than dinners, some meals can be "on your own"
Conference materials can be donated by institutions (folders, notepads, etc.)
AV equipment may be supplied by local institutions at reduced or no cost if you go after them