11 Oct How to find an ideal conference organiser in London
Organising a conference is a complicated task that requires preparation for many months in advance.
Developing an exciting theme, inviting the right speakers, finding the perfect venue are just a few of the things that will need to be managed. Not to mention the thousands of other details that are also a part of the process.
That’s why hiring a specialised venue finder in London is a smart choice – only a professional that has experience with conference and incentive travel planning can help you navigate through the entire process and ensure that everything goes smoothly.
But how do you choose a conference organiser?
Well, here are a few tips to get you on the right track.
Know What You’re Looking For
The first step may seem obvious, but it is nonetheless crucial if you want to find a conference planner that can help turn your vision into reality.
Before you begin your search for candidates, you should make a thorough list of requirements and goals that your conference should achieve.
Don’t restrict your initial vision and allow yourself to jot down anything that you think is important for your conference such as venue location, the types of speakers, number of attendees, and even food preferences.
You can always edit or remove some items on your list, but the more detailed your vision, the better equipped you’ll be when talking with potential candidates.
Set Your Budget
After you’ve established your list of goals and requirements, it’s time to move onto the next crucial part of the selection process – your budget.
You can’t start a conversation with a professional event planner until you’ve got at least an approximate figure of how much you’re willing to spend. This estimate should include both the event itself and the fee that the planner would entail, although you can just come up with an overall number and work with the event planner to sort out the details.
If there is a potential for revenue from the conference, make sure that you include an estimate of that as well if you’re able to come up with it.
Narrow Down the List of Candidates
At this point, you’re ready to get the actual search for the ideal conference organiser going.
Having a budget and a list of requirements should help you eliminate a lot of the candidates that aren’t a good fit and focus on the shorter list of event planners that show potential as the right match for what you’re looking for.
When looking for professional conference organisers, it’s essential to have an interview with each serious candidate because that’s the only way you’ll be able to work through the details of your event and ensure that your vision is in line with what the candidate has to offer.
And even if the interview goes perfectly, always ask for references and, if possible, ask them to show you examples of previous conferences that they’ve set up. This should reveal a lot about their work process and give you a better idea of what kind of results you can expect.