5 Questions to Ask Before Planning a Company Conference

Imagine you’ve been given the task of booking your company’s next big meeting and you’re not sure where to start. You can’t go over budget, you need a location that is convenient for everyone attending, but you still want to wow and impress. Event planning can be tricky, but with a few pointed questions, you can set up your next business conference with ease.

What is the Agenda for the Meeting?

Knowing the agenda ahead of time is critical. Booking a holiday party, for example, will differ from a corporate conference. Understanding the goals your company wants to accomplish in their next get-together is important and knowing the task at hand will allow you to make a list of resources you’ll need to get started.

What is the Allotted Budget for the Meeting?

Before you get carried away with your list of event materials, it’s important to know your budget. If you want to save money on your next event, a little creativity can go a long way. One example of event planning thriftiness is to use paperless invites.

Which Amenities Will We Need for the Meeting?

To get a list started, think about the meeting’s agenda and talking points. Will you have a speaker? Will there be multiple speakers? Is there ample parking available? What kind of technology will you need? While you probably have a good picture in mind, this may save you from overlooking a key part of what you need for a company gathering.

How Should I Promote My Event?

If your event is a company-wide get-together, sticking with email should be completely safe. If the budget and theme allows, a mailed invitation could spice things up. But what if your company is promoting an expo or trade show? You’ll need to meticulously plan a marketing strategy to attract the right attendees.

• Use social media
• Try your hand at email marketing
• Contact previous customers
• Create incentives for customers to help promote your event
• Place flyers in key locations

Do I Need a Contingency Plan for My Event?

If your event doesn’t go as planned, relax. In event planning, an important thing to remember is that leaving an option for things to go wrong increases its likelihood of happening, so a good plan B is a must-have. Visit mindtools.com for ideas on creating the perfect contingency plan.

You’ve made your list, checked it twice, and have a few extra tricks up your sleeve. If you’ve asked yourself these key questions and prepared in advance, your organization’s conference should go off without a hitch. Be sure to subscribe for more tips on event planning and view the available rooms at the St. Cloud River’s Edge Convention Center for your next company meeting.