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This guide is for the organizer of the event, to help you know exactly what you are doing from beginning to end. However, each client has specific desires for the atmosphere they want to establish with the music that they select. How much will tax and gratuity add to the cost?


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You should also be sure to get all of the contact information from the committee so that you can get in touch with them whenever needed, and give yours so that they can find you when needed. Choosing the Right Catering Service When you are thinking of having an event catered you should not limit your thoughts to the food only. Plan video conferences no longer than 1 to 2 hours. Your investment in your entertainment will contribute more to the overall success of your event than you realize (until afterwards).

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Event Management Institute Resource

Dos & Donts of Conference/Seminar Planning

Conference management is an exciting opportunity for personal and professional growth for the planner/organizer.

There are hundreds of details that are done in order to make a conference successful for the attendees that are often unseen by others.

The following is a summary of what conference attendees over the past several years want and dont want. You should seriously consider them as you plan your conference or seminar.

What do Attendees want?
Advance knowledge of the program and social activities so that they can prepare.
Comfortable, convenient housing that is near or at the conference site.
To be welcomed as individuals and appreciated as such.
A quick, efficient registration process that is handled by positive, helpful personnel.
A diversified conference that includes innovative programs, the most current educational materials, techniques and theory, and opportunities to discuss current legislative and social developments.
Program offerings that are oriented to various groups: administrators, counselors, tutors, classroom teachers, and parents.
Practical, new and specific ideas.
Opportunities to speak with other conferees, speakers, and VIPs and ask questions if they are necessary.
Roundtable sessions with emphasis on group discussion. Veteran conference goers often want opportunities to talk and network with others.
Plenty of sessions each and every hour.
Strands of sessions throughout the conference (e.g., math, study skills, counseling etc.).
Committee and meetings at different times throughout the conference so people can attend more than one.
Comfortable furniture that is located throughout the facility to provide conversation locations and better comfort.
Daily newsletter giving updated information to all attendees and events.
Opportunities for conference participants to use any and all purposed technology.
A large Exhibit Hall with many vendors.

What do attendees not want?

To be trapped in crowded meeting rooms.
Long registration lines in the hotel and at the conference itself.
Expensive meals, poor meals, or poor service.
A lack of proper and easy to access parking facilities.
Speakers, who do not show up, run overtime or change topics too much.
Insufficient program offerings in all areas and at all times.
Programs allowing no time for breaks.
To get lost while trying to locate concurrent session rooms.
Inhospitable conference hosts.
Insufficient ventilation and heating