Advice on planning a conference
Choosing a date for your conference
Consider all date and day alternatives, having a few possibilities in mind. Flexibility may allow you greater options to negotiate prices and venue selection. Negotiations can be helped by being open to off-periods when a venue is not as busy. Reserve a date when you know that key people/representatives can attend.
Setting a budget
It is essential that you set a budget before you start to plan your conference. TIP: leave a bit of room for manoeuvre in your budget for unexpected extras that could occur. Consider equipment hire, catering, entertainment, accommodation, and transportation when setting your budget.
Size
For large conferences of over 200 delegates, you may need to plan early. Give yourself a couple of months. This allows the delegates to clear their schedules.