Breaking Down the Stages of Setting Up a Conference

Setting up a conference is no easy task; there’s plenty to consider and the “to-do” list seems endless. When setting up a conference, it’s important to break the process down into smaller pieces to get a clearer picture of what’s needed. Let’s break the process down into three major stages.

  • Pre-conference planning: This is usually the most stressful part of the process. It involves a problem solving, creative thinking, and lots of event planning. This stage of a conference includes planning the program, figuring out finances, registration, marketing, finding speakers, finding a facility, and other logistical arrangements. It’s safe to say there’s a lot to consider when planning a conference.

  • Onsite execution: The hardest part may be over, but the work is far from done. It’s time for the actual conference! This part may seem self-explanatory, but running a conference requires quite a bit; including running the registration tables, handing out name badges, verifying food/facility information, overseeing exhibit set-up and take-down, as well as overseeing operation and distributing/collecting session evaluation forms.

  • Post-conference evaluation: The conference is over and it was a success. Yay! However, while the conference may be over, the work still isn’t done. Now it’s time to evaluate the conference and tie up any loose ends. This includes processing all transactions, preparing final financial reports, summarizing evaluation forms, analyzing the conference and figuring out improvement methods.

While this may seem like a lot to take in, have no fear. The Division of Continuing Education at the University of Central Florida offers conference and meeting planning services. This program provides clients with professional, high-quality, cost effective services customized to meet their needs. The staff will assist with the details and delivery of the conference, institute, or meeting, wherever it may be located. This service will care of everything listed above and more. UCF Continuing Education Conference Services has assisted in planning and executing many conferences that have been attended by guests from all over the world. If you’re looking to set up a conference, look no further. Planning, executing and evaluating conferences have never been easier.

Let us help!

Published on 4/30/2019


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