How to: International Conference Planning

by | Aug 21, 2015 | Blog

Have you ever tried to organise a conference? How about attending an international conference? If yes, then you might have an idea of how the conference was successfully held by its organisers. You might even have seen how everything works well in every single detail in delivering the main goal of the conference during that time. If it goes another way around from what everyone is expecting, then the conference planning could be not as strongly well-planned as it should be.

A conference can be held in different ways and depends upon the capacity of the person in charge. It is even more essential when it is done for international purpose wherein higher expectations from the participants of the event or conference will always be given. Whenever you are in this kind of situation, the first of the best option is to hire a PCO company or a Professional Conference Organiser.

Related: The role of the professional conference organiser – PCO

If you want to go ahead on your own, here are some ideas to consider regarding conference planning requirements:

Place or Venue of the Conference

In all important things that you have to consider for international conference planning, the place or venue where the conference will be held is among the most important. The place selected should be easily accessible for international guests and have sufficient space to accommodate all participants and guests for the conference. If possible, choose the venue with offered rooms and extra facilities that could be very helpful in completing the needs of the event. An attractive location is always helpful to persuade international guests to travel to the event, as well as an inspiring social event if compliance regulations allow you to do so.

Conferences Agenda

Do not underestimate the importance of meeting management. The events timing and meeting flow is what an agenda always brings for every organised event and conference. As part of the conference requirements, the agenda should find the right balance between program and networking possibilities for the participants.

Transportation

In setting up international conference planning requirements, transportation is one of the best considerations that must be given attention by the organiser. Airlines often have transportation deals with groups of individuals. Ask your travel consultant for information and special deals on accommodation.

Translators

The role of translators in an international conference also matters. These translators can be a way of letting your special guests from different nationalities be able to enjoy and understand the goals of the conference without any confusion in terms of communication.

Equipment

One thing that should be settled with the venue is the equipment that can be provided for the success of the event. This equipment may include important materials such as audio components and visual materials, computer and TV stations, lighting and other electronics which will be helpful for the conference. The conference requirements always include presentations, so think about the Speaker Service Centre.

Related: Meeting Management: How to Organise a Conference with Roles Defined

The mentioned considerations are only some aspects for the conference planning requirements that must be given importance especially when an event is an international event. As important as the event is, everything has to be planned well to see everything running smoothly during the conference.

You can find much more detailed information by downloading our White PaperHow to Plan an International Conference.

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