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Therefore, you can always lower the guarantee by at least 5% beforehand and perhaps a little more, if you have reason to believe that everyone won't show up. Thank them for their participation. The average conference or seminar is generally hosted by a busy person that is trying to balance the hosting of the conference/seminar with their regular jobs. Most conference managers try to establish the amount they need that is the minimum. You should also note that, depending on your service, free events can work as well as paid events, especially for business-to-consumer professional services.


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Make sure enough electrical outlets are available, as well as the necessary cabling for equipment If you're using a hotel, decide with hotel management what welcome basket will be in each room Alert hotel who your VIPs are Confirm guest list ________________________________________________________________TARGET DATE: ___/___/___ COMPLETION DATE: ___/___/___ Go over checklist again Arrange cash for gratuities, etc. In some situations, surface-mounted mics can work well when they are mounted on a wall. Standard gratuity is around 16- 18% and tax is often in the 6-10% range, so this adds to the overall cost of the meal. This section will help you break the larger tasks into comprehensive task lists. While you may think your DJ "just plays music", it is his experience, talent, and expertise that will deliver the reception of which you have always dreamed. What do attendees not want?

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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