| To make your event a complete success you | | | | both satisfying and exciting before concerning |
| need to ensure that the conference services | | | | yourself with special dietary requirements. With a |
| package hangs together. The content must be | | | | little imagination you will always be able to find |
| supported by a series of arrangements to ensure | | | | alternatives to suit these. |
| that everyone is in a fit frame of mind to receive | | | | Taking care of all of these arrangements by |
| the message you want to deliver. | | | | yourself can be very demanding particularly if you |
| The proof of a successful event is often that the | | | | have little or no experience of conference |
| delegates hardly even noticed the service | | | | services in your intended destination. |
| arrangements in place despite relying on them | | | | The solution to this issue is to find a local partner |
| heavily. In a well-designed program the practical | | | | who has the local contacts to look after the |
| issues of accommodation, feeding and transport | | | | practical issues for you. You can then concentrate |
| are all so slick that little time is wasted, and | | | | on the more important aspects: providing content |
| everyone feels looked after as an individual. | | | | for your event; and promoting your event to |
| Before even looking at these services it is worth | | | | ensure that attendance is worthwhile in terms of |
| stepping back and looking at the program for the | | | | the quantity and quality of delegates. |
| event as a whole. This should be driven by the | | | | The local partner should be able to offer a |
| message you want to deliver, never by the | | | | complete conference services package. If they |
| conference services that are required in order to | | | | cannot do this you will find yourself with a |
| support this. The first draft should look only at | | | | program that includes duplications or omissions. |
| the ideal solution, one that includes a maximum of | | | | The local partner should also be able to offer you |
| time spent on relevant activities and a minimum | | | | clear plans from the very beginning. All changes to |
| on support services. | | | | your ideal should be supported by good reasons. |
| As the plan develops it will be necessary to move | | | | The more often you local partner points out an |
| away from this ideal as you discover local issues. | | | | issue in advance the more likely it is that you |
| These should not be looked at as problems. | | | | have a good one who is thinking ahead on your |
| Issues that you discover before delegates arrive | | | | behalf. |
| become part of your plan. The only problem is | | | | The local partner should be able to communicate |
| when there remain other issues that you only | | | | all issues to you clearly and in a timely fashion. |
| discover once everyone has arrived; these | | | | There can be awkward time differences if you |
| become embarrassments. | | | | are planning on an exotic destination; email can get |
| The best way to approach the support service | | | | around these but it is always nice to have a local |
| planning is to look at the whole group first, and | | | | partner who is willing to make themselves |
| then to think of individuals afterwards. For | | | | available at odd hours when necessary. |
| instance, you should plan a meal program that is | | | | |