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For example, a business conference is usually designed to woo a potential big client to your company and a seminar can be held in order to raise funds for a charity of some sort. In this guide, you will have to: 1. For example there may be many reasonably priced restaurants in walking distance whereas there might not be any at a resort. Different religious groups and cultures may require specific items at this time.


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Make the benefits believable and dont make any unreal promises that your session can't really deliver. Meet with speakers to introduce fellow committee members or resource people; escort speakers to rooms, meals, etc. Ask the right questions in advance and satisfaction will be yours at the end of the conference. Its better to prepare a wonderful dessert than a wonderful appetizer which may be forgotten at the end of the meal. With large groups you can be certain that much space will be used very effectively with large groups by using teams or multiple users per workstation.

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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