The task of managing a large-scale event such as a conference might seem daunting to many, but with the steps outlined in the following article, it can actually become much easier. These steps outline a detailed process by which conference and events management can be done both quickly and economically.
- The first task when it comes to event management is to find an appropriate venue for the event. In the case of international conferences held for scholarly communities, it would seem appropriate to find universities with the necessary facilities to pull it off. However, if the conference is for a multinational corporation, a conference hall located near some good hotels would be the best option.
- The second step would be the recruitment and management of teams to handle certain tasks for the event. These teams can be wide ranging and may include logistics, transportation, food, technology and hospitality. The organizational structure of the entire team working for the event is similar to that of a company, which has the CEO at the top rung, to whom frequent reports are made by the heads of multiple other departments. This implies that each of these teams must have an assigned head to ensure there is no confusion in the communication of information between team members.
- The intermediate step is to market the conference or event. Without this the whole point of the conference and events management is rendered useless. Some viable and cheap methods to market the event is to use the technology team to help spread the word using digital marketing campaigns such as social media marketing, email advertising, and using paid advertising mechanisms.
- Finally, everything boils down to how the event is managed on the day. For everything to run smoothly, it is required for the event manager to coordinate all the activities in an optimal manner. This optimality is usually enhanced by using appropriate technology such as voice links with the heads of the different departments.Also, the information given to the conference attendees must be easy to understand because in the end, the conference is held for them.