One of the most important and well-known cities in the world, New York City is a hub for just about everything you can think of. The city is a center for transportation, sports, economy, tourism, and business growth.
With the city being a center for so many things, it makes sense that there would be plenty of business conferences taking place in the Big Apple.
Planning a conference can be tough, and you have to remember everything from microphone rental in NYC to making sure there are enough seats for everyone.
What about some of the most important things you should remember when hosting a business conference?
Find Your Ideal Team
Planning a conference is no small feat, and you’re going to need all-hands-on-deck. NYC is a fast-moving city, and you need people that are going to be able to think quickly and handle lots of tasks.
For starters, you’re going to need event planners, marketers, sponsorship experts, and the all-important volunteers. Each member or your team should have a clear idea of what their objectives are and be ready to handle any challenges.
Draft a Business Plan
You need a business plan to run a business, and you need a business plan to run a conference. There are a lot of things that you will have to plan for, like the venue, speaking fees, the marketing plan, transportation, and catering.
Your budget should be meticulous, and you’ll want to plan with your whole team to make sure you’re staying within your parameters while accomplishing all of your various goals.
Choose a Date
With your business niche, are there any particular seasonal trends that you should be aware of?
For example, if you’re hosting a conference for accountants, having the event in March and April would be a terrible idea due to tax season and audits.
You’ll also want to look at other significant events in the city which could overshadow your conference. It’s New York, so there’s always something going on, but hosting the conference the same day the New York City Marathon is occurring would lead to headaches and frustration.
Reserve the Venue
While you’re doing venue scouting, there are plenty of things to consider. You’ll want to check out the size and make sure it’s easily accessible by transportation.
Don’t forget to check out the technical and basic aspects of the venue as well. Does it have enough bathrooms for everyone? Are there hotels nearby? Does it provide A/V equipment, or will you have to check out a microphone rental in NYC?
One of the essential aspects to check out is if it has WiFi. Not only for people to be able to set up, but for conference-goers as well.
Book Speakers Early
Whatever your business niche is, there are bound to be authority figures or influencers out there who come and speak at events like this. Depending on the size of your niche, they may be quite popular.
You’ll want to book speakers for specific events throughout the day. Who can you target as a keynote speaker? Are there speakers out there also willing to lead workshops or give lessons? Will speakers stay around for Q&A sessions.
Chances are, these speakers are in high demand, so make sure you’re contacting them early.