Conference Facilities To Make A Successful Conference

Although people frequently meet with others but when they meet formally at a broader level to confer about a particular topic, it is called a conference. There are many types of conferences like: business conference, sports conferences, athletic conferences, academic conferences, news conferences, parent-teacher conferences and settlement conferences etc.

The ways of organizing as well as the requirements of facilities differ in all these types of meetings. All conferences are organized at particular venues. A venue is a place that holds the conferences and provides all the necessary facilities to the attendees that leads towards the successful execution of the conference.

As the conference facilities are linked with specific types of meetings, so the most important thing is to decide about the goals and the purpose of the meeting in order to avail the facilities accordingly. The requirements of conference facilities are dependent on the nature of the conference and vary from simple to complex. There is no doubt that the seminar facilities can make or break the image of a meeting; so it is very important to make sure the availability of the required facilities in the meeting venues.

To make a seminar successful it is very necessary that the venue has a fully equipped auditorium. The best auditorium is the one that has the required number of seats, audio visual equipments and the facility of air-conditioning. The auditorium must have the equipments to cater to the needs of disabled people like wheel chairs and hearing systems.

There are some types of meetings in which display and exhibition facilities are required. Some meetings also require seminar rooms that must have projectors, white boards and different set ups of the rooms. Some conferences require air-conditioned mini-theatre rooms that should be equipped with audio and AV systems.

In order to organize meetings during conferences, meeting rooms provide the appropriate space for organizing meetings in an appropriate environment. The ideal meeting rooms have plasma screens or hanging screens that assist the attendees in different ways.

For a successful conference, it is very important to have broadband internet access and computers for all those who need it. The availability of medical facilities is also vital for the participants. Some companies can provide different services according to the needs and demands of people so it is better to negotiate with the service providers to get the advantage of the advanced facilities.

There are some conference facilities that can only be provided by the event planners. Event planners are experts at organizing conferences so they can contribute a lot to make the conference successful. With their experience of many years to hold conferences, they can handle all sorts of situations in a better way. Car parking is also a requirement of the participants of the conference, thus the availability of this facility makes sure that the attendees do not face any problem while parking their cars. The catering facilities are also required in a venue.

Outdoor Event Planning - Wind, Wet T-Shirts, and What to Do

We were so excited. This was the third year our animal welfare association was hosting a summer fundraiser that included a dog wash, a dog walk, as well as exhibits from rescue groups and pet-related vendors in an outdoor venue. And this was the first year that it would be combined with another shelter sponsored event. The support from the community in terms of volunteers, donations (both in-kind and cash) was more than we ever anticipated.

After months of planning and effort, the day arrived. Unfortunately, so did a severe weather front. A thunderstorm with winds reported to be up to 60 miles per hour ripped through the event, sending exhibits flying. Since we were next to the county's Office of Emergency Management, we received word that there was a tornado sighting west of where we were and prediction of severe thunderstorms.

The first concern was the safety of everyone at the event. Volunteers, exhibitors, attendees--many with animals--were instructed to drive home before the time the severe weather was predicted to hit. If that was not possible, folks were directed to the storm shelter on the grounds until able to be outside safely.

After the worst of the storm threat passed, it rained... a lot! Volunteers and association members in their event T-shirts got completely drenched. We had a good chuckle about our impromptu wet T-shirt contest!

Of course everyone in attendance was very disappointed. The foundation coordinator and several others were practically in tears. As well, money and effort were essentially wasted. The good news was that, except for some twisted tents and damaged materials, people and animals were safe.

What was interesting for me was that the week prior, I had participated in the 5K run for a local zoo. That day, too, was marked by high humidity and a storm threat that is typical of summer in Chicago. In fact, just as the 10K portion of the run completed, a torrential rainstorm began which flooded intersections and decreased visibility. Again, more wet T-shirts.

Could any of this been avoided by a "Plan B?" That's a tough call. The only real alternative is an indoor event or one under a sheltered area. But for running races, parades, and golf outings, that's often not an option due to scheduling conflicts and the cost and work involved in mobilizing event staff, volunteers, and participants on multiple dates. So here are some "What To Do" thoughts from our experience for handling the inevitable with outdoor events:

• Do Decide Whether to "Weather the Weather" - If you decide to host the event rain or shine, do place that in your literature. People will probably not expect a rain date. It might also be wise to include a statement to the effect that the event will only be canceled if severe weather or other conditions threaten the safety of participants.


• Do Have an Emergency Communication Channel for Event Updates - The media you choose to communicate whether an event is on or off will greatly depend on the event and the type of participants. For example, social media channels such as Twitter (through the use of a special event hashtag) or Facebook might be ideal to alert participants of event changes. However, at the animal event discussed, very few of the staff, volunteers, and participants are regularly active in these networks. In those cases, a message on a special event telephone hotline, prominent website postings, and signs at the event entrances would be the only possibilities. Even if you are using social media channels, these would be good to use in addition.


• Do Advise Sponsors and Exhibitors How You Will Handle an Event Cancellation - Granted, this was a charity event and businesses were participating for more than just marketing value. However, it is an investment. Knowing how you plan to make it right should the inevitable happen will go a long way to maintain a positive relationship should the weather not cooperate.

Organising A Team Building Event? Make A Decision

"We would quite like to be outside but don't mind being indoors. We want to be fairly active, but if we have to be more relaxed then that's fine". A client actually said this to me when making an enquiry into a team building event.

There is a huge variety of team building event concepts available. They include Treasure Hunts in a variety of themes and locations, participation sports, team challenges, cooking and even hustling a casino. A team building organiser needs guidance; how many people in a group, a profile of those people, where the event is to be held, when and, the most useful piece of the jigsaw of all, whether there is a budget.

All of this information helps the event company to filter down to the perfect event for that team. If the organiser gives none of that information it can make it very difficult to go through this process. The key is for the person making the enquiry to make decisions.

One of the challenges is that it all looks so good. People don't want to make final decisions because they want to try everything. However, if you have a specific event this time you can always have another on a future occasion.

The other challenge is that organisers want to please all of the people in their group. That can be very difficult and you have to sometimes accept the old adage that 'you can't please all of the people all of the time'. Something people need to just be told what they are doing.

So, before you make an enquiry into a team building event try to make as many decisions as possible so you can lead the team building event company in the right direction.

If in doubt recall the wonderful opening words of Rudyard Kipling's poem, The Elephant's Child;

"I keep six honest serving-men
(They taught me all I knew);
Their names are What and Why and When
And How and Where and Who."

Franchise Opportunities for Women

In the modern world, balancing between work and family has become very easy for women who earlier found it quite difficult to get time for the family. There are several home based businesses for moms that can fit into their busy schedule. These franchises offer flexibility that they want to have and definitely a source of income too. Here are some great home-based business ideas for women that would offer them an opportunity to maximize on the hidden potential and talent that they have.

Internet marketing: With the advancement in internet technology and rapidly growing communication network, internet based jobs are widely popular. Pay per click (PPC) has even made such jobs very lucrative since building a website is no longer a big deal to any ordinary person. Internet marketing involves designing websites, advertising and selling products for a given company and so on.

Cooking: Establishing a catering business can be perfect for women who love cooking, taking contracts and orders for parties, meals and high tea could be a great way to maximize on your passion and interest of cooking and baking. To begin this type of franchise opportunities for women, turn your kitchen into a workstation and be prepared to get the most out of your hobbies.

Event planning: One of the best franchise ideas for women is event planning. This includes arranging parties, decorating weddings and later extending the business to include organizing formal events as well. This franchise requires creativity, good communication skills, social skills and determination to perform your tasks properly.

Babysitting: Stay at home mothers can be the best people to understand the dilemma of the working mothers. So why not share their plight and help them by babysitting their children. You can also start a 'day care' center right at your home to earn a lot of money from this kind of franchise opportunities for women. Babysitting is not only rewarding but enjoyable too.

Arts and craft: For women who are talented at drawing, sewing, painting, art and crafts among others, they can start their own business and may even employ others. Maximizing on your own creativity and talent to create unique and new things could be a perfect business idea for women. You can make these creative pieces and sell to the nearby local stores, thereby enjoying handsome payments.

Freelance writing: This is one of the best franchise opportunities for women who have a passion of writing as well as reading. They can allow their creativity and imagination to run free and indulge in freelance writing in order to make money. You can even register your own website where companies may contact you whenever they require your services.

Importance of Having an Event Planning Certification

Ten years ago, event planning was something people considered an easy job that they could just start off with and start making money. Although event planning does not require a lot of education, it is no longer a business people can just sit at home and do. This is because of a number of different reasons. First of all, there is a lot of competition out in the market.

Unless you are planning your little sister's birthday party, most events take up a lot of time and effort and critical planning to get everything right. I am talking about bigger events such as planning weddings, banquets, business conferences, concerts, music festivals, film festivals, entertainment shows, presentations etc; when it comes to events and occasions that are big and professionals, people throwing the event would want to work with an experienced planner. Because of this a person with event planning certification would be chosen over someone who has just started throwing events together at home.

Planning events is no longer just a business where a quick call to a cater and location manager can solve everything. It requires specific skills in marketing, advertising, communicating, multi tasking, and a certain professionalism of dealing with people whether it is persuading them or bargaining for a prize or even greeting guests at the actual event or hiring employees to work the little tasks for the event planner. These techniques need to look and feel professional in order for the clients to trust their event planner.

Because of this issue, a person with an event planning certification will be picked even if their experience is lesser than someone who has been planning small-scale birthday parties, weddings, and throwing brunches all their life. Also, it is easier to get a job if you are a certified event planner through a trade school or event planning institute. When it comes to big wedding planner corporations or event planning corporations, just a resume filled with how many parties you successfully pulled off is not enough to get you the job.

What will be important is that professionals of the industry - in this case the professors at the institute who have taught you - are able to vouch for your abilities in order for an already established event managing company to hire you. Therefore it is very important for a person trying to pursue this business professionally to go through the process of an institutional degree (which usually doesn't take longer than one or two years) to be able to work and make lots of money in this now very competitive field of planning occasions.

How to Host a Corporate Team Building Event

Corporate team building events are targeted to not only enhance employee performance, but also give birth to a healthy working environment. Since these events usually take up a lot of resources, it is crucial that certain factors be given attention so as to ensure that the aims of the event are met.

To begin with, it is important to understand and outline the main objectives of the event being hosted. So, if the objective is to take an already performing team further and reward it for its performance, then an event of celebration would be more useful. On the other hand, if the idea of the event is to break down the communication barriers between the team, then the approach will need to be completely different. The first and foremost step to hosting a successful corporate team building event is clearly identifying the goals and objectives.

The next stage is a more intensive one -- the entire planning of the event. Right from briefing the staff about the event to its final execution, each aspect needs to be carefully planned. Both the psychological aspects as well as the logistics of the event will need to be taken into account. So on one hand while the emotional health of the team members needs to be considered as part of the planning process, at the same time details such as location and seating will need detailed attention as well.

Planning of the event will also involve ensuring that the team members network with each other. This can be a difficult task since most will want to sit with their closest coworkers. Step in with a seating plan and ensure that friends are not put on the same table or in the same team. Create an atmosphere for the team to get to know each other during the team building event.

There has to be meaningful activity once the event does start; so simply making mixing up the employees to interact with other departments/groups will not work. Choose an activity that the team will undertake that will bring them closer to the goal of the event. Remember futile activity will lead the team towards cynicism. This will have the almost opposite effect than the organizer has in mind. So at all times keep the team members engaged in a positive and beneficial approach that will leave them feeling enriched once the event is over.

Follow up is one of the most important aspects of a team building event and ensures that the event has positive and lasting effects. A follow up involves maintaining the spirit created by the event right through the year. Lack of continuous follow up will soon see the employees returning to the status quo, and not applying the valuable knowledge acquired in the event. It is crucial that the atmosphere created at the team building event is regularly recreated in the work place; in other words, keep the ball rolling. Communication lines between the employees must be continually fostered. In order to reap the benefits of the corporate team building event, appreciation and recognition must be displayed for those who are performing.

Tips on Throwing a Party - How to Keep Costs Down While Not Losing the Wow Factor

It's impossible to count the number of times I am asked questions about pricing for an event. How much will that cost? How could it cost so much? What can I cut? Whether you're a seasoned hostess or planning your first event, it doesn't hurt to brush up on the costs involved in having a party.

Proposals:
If you're working with an event planner, that planner may be handling all aspects of your event from concept to completion (that's what TPG does.) This means you'll write only one check and your proposal will be detailed and all inclusive. If you're acting as your own coordinator, make sure to get written proposals from every vendor you're going to use. Assume nothing. Unless it's in writing, you have no guarantee that the dj will really play for four hours or the tarot card reader will be there for two. Proposals are as individually written as the people typing them. However, there are some consistent things you should look for. If all of these points aren't covered in the proposal you receive, get clarification and then get it in writing. Proposals can be written as a bottom line price for any of a number of services based on the total number of guests, type and quantity of food, rentals, beverages, décor, etc. This kind of proposal is dangerous because you really don't know how things are being priced and what costs what. With everything lumped together, it is easy for you to end up paying all kinds of hidden charges or worse yet, not get certain services included that you thought were part of the package.

Per Person Prices:
At The Party Goddess, we write our proposals and price everything out line by line. For example, you would see a per person amount for:

o Food: Pricing is based on the number of guests (the greater the number, the deeper the discount) type of item, time of day, quality and quantity of food.

o Beverages: Pricing is based on the number of guests, variety, duration of the party and quality of the brands served.

o Disposables: The caterer uses a formula to determine how many of each item to bring so that you don't run out.

You Would Then See Separate Line Items For:

o Staff: Look for the job each staff person will be performing, number of staff, the estimated number of hours the staff will be working and their rate per hour.

o Rentals: Look for per item prices, quantities and separate delivery, set up and strike charges. Often some sort of damage waiver will be included to protect the rental company against breakage and shortage.

o Entertainment : Look for the number of hours the price includes and make sure setup and drive time are included in the price or quoted elsewhere.
o Venue: Look for a set venue fee which may or may not be based on the number of guests expected, a refundable security deposit and extra charges for things like security, on site coordinators, set up and clean up.

o Décor: Look for line item prices for centerpieces, buffet décor, overall décor and installation and strike charges.

o Lighting: Often quoted as an overall package price. Ask for a schematic or some kind of specific proposal that details which areas will be lit.

o Service Charge: Most of the time the service charge is a percentage of the total bill. This charge is not a gratuity and generally covers planning time, workers' comp and liability insurance. Make sure all of your vendors carry their own insurance and name you as additional insured.

o Sales Tax: Every state is different, but in California caterers are required to charge sales tax. Expect to see it on your bill.

Payments - What You Should Expect:

As with all aspects of planning a party, paying for an event has a million variables. In general, you should expect to put down a deposit, usually 50%. This deposit confirms that your vendors will be working for you on a particular date. Typically the deposit is nonrefundable, so make sure you're really committed. Depending on the size and scope of the event, you may be asked to make progress payments and then a fi nal payment on delivery or even 7 days prior. It is also likely for caterers and planners to ask for a credit card to guarantee the final balance of an event.

The Bottom Line:
Information is power. Get all of your quotes in writing, sign your contracts and stay on top of your vendors.