Conference Setup

        Setting up and planning a conference can be overwhelmingly hard, stressful and time consuming. In order to insure a drastic successful conference, certain steps should be followed and done correctly. 

The purpose of conferences is to share and exchange information, or to discuss a certain problematic issue while having two or more special guests with polar opposite ideologies to discuss and give arguments on both sides of the debate. In other cases, conferences are for special announcements.

For example, when Morocco regained back the diplomatic relations with the Israel's nation, a conference took place as a way to give the opportunity for Moroccan representatives to express their genuine respect and appreciation for the country of Israel. In fact, they explored the common history of the two countries and how similar they may be in terms of culture and beliefs. In the end, they tackled future diplomatic, economic, and tourism plans for both countries.

        The first steps to set up a successful issueless conference is to define the goals and objectives and communicate them to the team so that everyone has one vision and is on the same page. After that, the budget should established and it should include all predictable and unpredictable costs. 

        Then, the venue and date should be picked in order to have a clear time limit and deadline to get everything ready.

Main Goals and Objectives:

• Make sure to respect the time limit. Showing respect in terms of time reflects a huge sense of responsibility and good organization. 
• Importance should also be given to the audience and not only the guests. Hence, inform the audience about the event before it starts through a brief introduction. 
• Logistics and the quality of sound are prominent aspects for a successful event and should be checked out 24hours before. 
• Setting rules such as no food allowed, no bottle of water as water would be served to everyone attending the event. 
• Doors will be closed 10min before the beginning of the event/conference to guarantee everyone’s safety. (ONCE DOORS ARE CLOSED IT IS EASIER TO RECOGNIZE WHO IS IN THE ROOM AND AVOID STRANGERS COMING IN).
• People will have a number or ticket according to their seat’s number and a member of the team will guide them to their places. 
• All mobile phones should be muted during the event/conference. 
• Have plan B if something goes the wrong way, in life, we should expect the unexpected. 
• Short breaks with a planned and organized buffet. 
• Treat everyone with kindness and smile a lot, after all, people do not recall most details of the event but definitely remember how they were treated. 

         Having done all of these steps above will allow us to start planning the program of the conference with precise time slots and no time wasted or blank spaces. 

P.S: Do not forget to invite the speakers ahead of time and getting a confirmation from their side to make sure they know where the event is happening and that the speakers will come on time.

        Last but not least, developing the event’s branding is mandatory in order to get the audience hooked and interested in the conference and to make sure they'll show up to it in due date. 

        Finally, we should confirm the sponsors for our conference to guarantee that we will have all the necessary funds. 

        What our company provides is professional high level planning and time and budget management. Our team is capable of assuring high quality conferences in such a short amount of time, which is the fruit of all our past experiences that dealt with events like wedding ceremonies, birthdays, baby showers and of course conferences.