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10个简单的步骤来安排一场成功的会议

已有 3229 次阅读 2012-4-11 10:00 |个人分类:Its just life|系统分类:科研笔记| 会议

 我的先生最近在筹备一场会议,同时我也在忙着组织一项为期一天的活动.为此,我们俩都挺犯难的.所以,为了有助于我们自己完成任务,也为了给其他人提供点帮助,现特将一场会议的过程简化为十个简单的步骤.

    1.确定“为什么”

    坐下来与你的同伴(如果有的话)讨论一下此次会议的最终目标。是为了增加收入?还是为了留住新客户?或者是为了提高知名度?将你的目标铭记在心中,作为余下所有工作的指导。

    2.创建你的“理想清单”

    在理想的情况下,你想拥有一场什么样的会议?记下那些细节,例如地点、发言人、与会者的数量和素质、食品和娱乐活动等。

    3.起草一份预算

    你打算如何支付此次活动的费用?请尽可能得调查出所有可以免费使用的资源(如捐赠领域),并思考向参加者收取多少费用可以保证在除去各项开销后,你仍有赢余(如果这是一个目标的话)。做一个预算列表,列出你”理想清单”中的主要成本项目——场地租金、员工工资、发言人费用、餐费、标牌费、视听设备费、印刷费、赠品费、及其它额外费用。另外,不要忘了包括销售活动的成本,如建立一个网站的开销,所以要准备10 - 15%余量以防开销超出预算。

    4.根据实际情况进行选择

    在你选择会议地点和决定提供何种服务的时候,成本显然是你会考虑的因素.不过,还应考虑到与会者,你要选择一个多数与会者都在的或相近的城市。也许你理想的扬声器是唐纳德·特朗普,但实际上,你可能需要去一个更经济的选择。一个胜地肯定大受欢迎,但是它是否有足够的会议室和个人房间呢?还有,参加者是否愿意支付额外的费用来享受呢?对过去的类似的会议的与会者进行调查访问,了解他们参加此类会议最想得到的是什么,将他们的反馈作为你作决定的依据。

    5.与供应商合作

    尽可能早地与清单上所列项目的服务供应商展开工作。了解在各种条件下他们所提供的内容,并仔细审查合同和注销政策(例如,你需要知道酒店是否提供A / V设备以及是否支持在会议室使用,还是需要你自带)。如果你需要一个特定的供应商,建议你与目的城市会议与游客管理局协商。

    6.选准发言人

    利用你的人脉关系选定最能帮你实现会议目标的发言人,而且要将费用控制在预算之内(别指望非常专业的发言人会免费为你服务)。参阅演示视频并向知道此发言人的人了解情况。与发言人交流的时候,为其提供充足的细节,这样她就能根据听众的要求安排自己的讲话内容,并确保你能够掌握她的行程安排和其他需要。

    7. 制定议程

    为您的会议起草一份详细的时间表,保证早点开始(上午8点比较合适),早点结束(下午4点)。安排一个综合正式演讲,和小组讨论活动,还有自由交流时间。安排每隔数小时向与会者提供一次食物,可以是正餐,也可以是零食。在一天的日程结束后,可以考虑在附近的餐厅举办一场晚宴或者安排一场当地的娱乐项目,比如观光。

    8.展销你的项目

    为你的项目创建一个标志和配色方案,并利用网络注册在网站上展示。集结你的下属,针对听众通过邮件传递信息并通过在线媒体友情发帖。可以的话,充分利用本地项目列表网站。考虑对联系多个参与者的组织提供折扣。

    9. 安排一个"轻松日"

    要主动提前与参与者和供应商联系,让他们了解会议的地点和内容。与他们交换联系信息。在会议开始之前将设备运输到位。并确保你的员工都在各自的岗位上,一切就绪。当事情基本稳妥,发票也已开出的时候,仔仔细细地阅读发票,以便当场解决纠纷。

    10. 对项目进行评估

    既然你现在已经对商业项目的全程做好了准备,那让我们来看看你可以为下次活动积累点什么。

    请与会者填写纸质或电子评估表格并将普遍的反馈信息整理出来。

原文:

10 Simple Steps to Plan a Successful Conference

My husband is planning a conference right now, and at the same time, I am starting to organize a one-day event. Both of us feel pretty daunted, so I thought it might be helpful to us – and to others – to streamline the process into ten simple steps.

1. Determine the “Why”

Sit down with your partners (if you have them) and talk through the end goal of the conference. Is it to generate revenue? Secure new clients? Get publicity? Keep this goal in mind as you proceed through the rest of the list.

2. Create your wish list

In an ideal world, what would your conference look like? Jot down details such as location, speakers, number and quality of participants, food, and fun activities.

3. Draft a budget

How will you pay for your event? Investigate any resources you can use for free (such as donated space) and what you can charge participants to cover costs and still make a profit (if that is a goal). Make a budget spreadsheet listing the major cost items of your wish list – location rental, staff, speakers, meals, signage, audio/visual equipment, printed materials, giveaways, and fun extras. Don’t forget to include costs for marketing the event, such as a website, and build in a 10 to 15 percent cushion in case expenses run over.

4. Choose practically

Cost will obviously be a factor in choosing where to hold your event and what services to provide, but so will attendance. You want to select a location that is either in the same city as many participants, or close to it.

Your ideal speaker may be Donald Trump, but realistically you probably need to go with a less-pricey option. A resort is certainly appealing, but does it have enough meeting and personal rooms, and will participants enjoy the locale enough to pay a premium?

Consider polling participants from past events like yours to understand what’s most important when attending such a conference and make selections based on this feedback.

5. Work with vendors

Begin working with the service providers of the items in your budget spreadsheet as early as possible. Understand what will be provided in each case, and review contracts and cancellation policies carefully (for instance, you need to know if the hotel will provide A/V equipment and support in its meeting rooms, or if you need to bring that in yourself). If you are in need of a specific vendor, I recommend checking with the Convention and Visitors Bureau in your destination city.

6. Find speakers

Reach out to your network to identify the speaker(s) who will best help you achieve the conference’s objectives and are within your budget (do not ask or expect professional speakers to appear for free). Review demo videos and talk with people who have heard this speaker before. When communicating with a speaker, provide her with ample details so she can customize her remarks to your audience, and make sure you are on top of her travel arrangements and other needs.

7. Set the agenda

Draft a detailed timeline for your conference that starts early (8AM is reasonable) and ends early (4PM). Schedule a mix of formal speakers, small group workshops, and free networking time. Plan to feed your participants every few hours, either with a full meal or a break snack. After the day’s agenda is complete, consider hosting a dinner at a nearby restaurant or local entertainment such as a tour.

8. Market your event

Create a logo and color scheme for your event, and display it on an event website with online registration. Rally your troops to spread the word through e-mail and guest posts in online media targeted to your audience. If appropriate, make use of local event listing websites. Consider offering discounts to organizations that send more than one participant.

9. Plan for a stress-free “Day Of”

Communicate actively with your participants and vendors in advance so they know where to be and what to expect. Get their contact information and make sure they have yours. Tour the facility before your conference begins to make sure your staff is in place and everything is in working order. As things wind down and invoices come in, review them line-by-line so that you can resolve disputes on the spot.

10. Evaluate your event

Now that you are ready to go into the event-planning business full time, let’s see what you can learn for next time. Have your participants fill out a paper or electronic evaluation form and look for common pieces of feedback.



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