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Careful planning
Whatever the nature of your event, with careful planning and the right advice you can design an event that will ensure your participants get the best value from attending - an event that can inform, instruct, enlighten and entertain.
Do your research to establish when, where, what, who, why and how.
After you have fixed a date, here are some important points to consider:
Venue:
What options are available?
Is the location convenient?
Are the size and layout appropriate?
Is onsite accommodation available if needed?
Are there alternative means of transport within reach?
What catering facilities are available?
What technology is available? Computers, data projectors, microphones et cetera...
Is there adequate signage to direct participants to locations and facilities?
Content:
Define the goals and objectives of the event.
Is content appropriate to the audience?
Are speakers and presenters aware of the event theme and can they tailor their presentation to it?
Is there the right balance between different sessions?
Is any necessary supporting material organised? Handouts, worksheets, pens and writing paper, et cetera...
Is there allowance for question and answer sessions?
Do you need a transcriber to record session content?
Will you need to plan social events to coincide with event business?
Participants:
If travelling from overseas, international participants require an Australian visa.
What special needs should be considered? Diet, disability access, language and interpreters...
Are there opportunities for participants to provide comment and evaluation of the event?
Administration:
Is there an adequate budget?
Do you have comprehensive mailing lists?
What registration procedures will be used?
Are the programs correct?
Consider the establishment of an event website or separate web page on your main site.
Plan a risk management strategy.
Promotion:
Do you need a marketing plan?
Is your event sponsored? What are the sponsors’ requirements?
What accompanying material do you need? Brochures, programs, name tags, trade exhibits...
Do you need other accessories? Corporate promotions, T-shirts, mugs, pens...
Is there a role for the media?
Speakers and Entertainers:
Having chosen the venue and content, the right speaker, trainer or entertainer is the factor that can make your event memorable.
You might want a speaker who can skilfully weave personal experience into a presentation that is relevant to your particular audience.
You might want a trainer to offer expert guidance in professional development activities.
You might want an entertainer to provide some light relief from a demanding conference program.
Whatever the requirement, it is important to have the right person for the job. This is where ICMI excels. With over 20 years of experience in the field, ICMI consultants can provide the right advice and just the right speaker to make your event a resounding success.
The choice of speaker, trainer or entertainer is critical. The sensibilities of your audience and the purpose of your event will determine who is most appropriate. You do not want to spoil an otherwise successful event with a speaker who is not right for your event. Take the guesswork out of engaging a speaker, trainer or entertainer and let your ICMI consultant guide you to the perfect person.
With careful planning and an ICMI consultant, your event will rise to the occasion.
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