A conference is one of the most rewarded things your company can experience. It not only exposes you to potential customers; it shows you the competition head-on. That last part can be daunting, but there’s an undeniable rush that comes with meeting your rivals. They are, after all, like-minded business people.
Anyone who has been to a conference as part of a company knows that it can also be a huge stress. In fact, you may only remember it as a huge stress! These things need to be planned very carefully. Here’s a quick guide to help you make things as smooth as possible.
Leave office worries at the office
Everyone who is going to this conference needs to have their heads in the game. The focus needs to be on the conference as much as possible. That means reducing the amount of worry and stress that the office can induce. Before you all leave, make sure all of your important tasks are complete.
Make a schedule – but prepare for surprises
Make sure you know when your transport is leaving and arriving. Know when your arrival at the venue should be. Estimate how long it will take you to assemble what you need when you get there. But remember that things may end up taking longer than you think. Travel gets delayed. Customers or clients may arrive late. Something may go wrong with booth assembly. Try to schedule as best as you can with all this information; it won’t be foolproof, but it’s better than nothing. Ensure everyone knows the schedules with a multi-user app. You can find out more about these at www.mashable.com.
Have all your documents ready
Does everyone have the tickets they need to travel? If you’re flying somewhere, do you have all your passports? And it’s not just paper documents you have to consider. If you’re taking your laptop for any shows or demos, then you need to make sure you have all the right documents on your laptop, too.
Assess what employees need at the venue
When at the venue, your employees are going to need to carry some things around with them. Provide them with bottled water so they stay hydrated. You should also make sure they have the correct identification with them. Anyone who speaks with them at the conference should know who they work for and represent! Make sure those IDs are on full display by getting your employees some lanyards. You can get them wholesale at www.lanyardsfactory.com.au. Make sure everyone is armed with plenty of business cards, too!
Know how to get around
You’ll be transporting several people and several required items from the office to the travel station, and then to the venue. If you get lost, you’re going to get incredibly stressed. You may also be putting your employees and your required items at risk. Make sure you have adequate maps and routes planned out.
Be prepared for all the expenses
Make sure you have the company credit card with you! Presumably, you’ll be covering for any expenses your employees incur during this trip. You need to ensure you have enough to pay for food and drink for everyone. You should also be prepared for any surprise expenses. If your employees need to make purchases when you’re not there, make sure they keep their receipts. Something like Expensify can help keep track of these expenses. You can get the app at www.expensify.com.