Organizing a Speakers Conference

There are speaker’s conferences and seminars that mostly comprise of keynote speakers and motivational speakers from all parts of the country. A conference is held once a year for these speakers to help them spark new ideas and concepts they could use in their discussion or presentation. Also to meet fresh faces in the public speaking community and also help these speakers gather more clients and refer each other to their existing clients as well. Should you organize a speaker’s conference whether local, or national you should always remember to thoroughly prepare and give attention to every detail of your event. Here are a couple of things to remember when organizing a speaker’s conference for keynote speakers and motivational speakers.

1. Planning is everything so plan your event a year before its assigned date. You should opt to hire a planning committee dedicated to planning your event. These planning committee should consist of individuals who are subject matter experts regarding the events overall theme. This committee will be the one to assign individuals to handle the venue, the subject matter and the theme of the event, choose the dates and how long the conference would last, estimate how many guests will be attending and sending out invites to the speakers.

2. Estimate the budget for the said conference, i.e. the venue of the function, the food, hotel accommodations for the guests, multimedia equipment, conference kits, staff and ushers, and the fee for the speakers who will be hired to speak at the conference. Also include an extra amount should you go over your budget once the event is finished then you already have extra to pay for the overlap in your expense.

3. Remember to choose a venue that would greatly fit your event and the number of guests that you’ve invited. Book a hotel or a famous resort a year in advance to make sure that you have finalized setting the date for your event. Meet and negotiate with the hotel representative to go over overall fees regarding the use of their facilities i.e. rooms to accommodate the guests, the use of their function hall, the use of their multimedia equipment and catering. Ask for a discount for booking the entire hotel for 2-3 days. Should you opt for a different location for your event then make sure that all your guests are accommodated near the venue of the function to make sure they can easily get there.

4. Be sure to coordinate with the speakers you hired to speak at your event and go over their presentations. Ask for the title of their sub topics and summary content to include in the invitation a preview of the speaker’s discussion. Also ask what the speaker may need for their presentation, i.e. multimedia devices and audio/ visual aids. Lastly arrange their travel to and from the conference venue. Should they fly in or should they come by bus, and arrange for their loggings and other accommodations for the event.