GARY GRIMES CLASSIC ADVENTURES offer an extensive range of Event Planning services. Take the time to read the following important points to consider. Then let us know what you need. We can help you with everything.

Preparing Your Conference or Event

Careful planning
Whatever the nature of your event, with careful planning and the right advice you can design an event that will ensure your participants get the best value from attending - an event that can inform, instruct, enlighten and entertain.

Do your research to establish when, where, what, who, why and how.

After you have fixed a date, here are some important points to consider:

• Venue:
  • Is the location convenient?
  • Are the size and layout appropriate?
  • Is onsite accommodation available if needed?
  • Are there alternative means of transport within reach?
  • What catering facilities are available?
  • What technology is available?
  • Computers, data projectors, microphones etcetera...
  • Is there adequate signage to direct participants to locations and facilities?

• Content:
  • Is content appropriate to the audience?
  • Are speakers and presenters aware of the event theme and can they tailor their presentation to it?
  • Is there the right balance between different sessions?
  • Is any necessary supporting material organised?
  • Handouts, worksheets, pens and writing paper, etcetera...
  • Is there allowance for question and answer sessions?
  • Do you need a transcriber to record session content?
  • Will you need to plan social events to coincide with event business?

• Participants:
  • If travelling from overseas, international participants require an Australian visa.
  • What special needs should be considered?  Diet, disability access, language and interpreters...
  • Are there opportunities for participants to provide comment and evaluation of the event?
• Transportation:
  • How are the participants getting to and from the event?
  • Are there discount or group airfares available for international and interstate participants.
  • Who will meet and greet participants at the airport.
  • Who will provide return airport transfers for the participants?
  • Who will meet and greet visiting guest speakers, trainers and entertainers at the airport.
  • Do you need local transfers for participants from accommodation to or between events?
  • Are there local tours services available during the event?
  • Who can provide pre and post event touring?
• Accommodation:
  • Can special accommodation rates be made available for the event?
  • Is there suitable accommodation available within walking distance of the event?
  • Can the accommodation provide a range of room options including suites and serviced apartments?
  • Does the accommodation have meeting or function rooms suitable for the event?
  • Can the accommodation provide catering, including breakfasts at times required for the event?
  • Who will meet and greet visiting guest speakers, trainers and entertainers at the airport.
  • Do you need local transfers for participants from accommodation to or between events

• Administration:
  • Is there an adequate budget?
  • Do you have comprehensive mailing lists?
  • What registration procedures will be used?
  • Are the programs correct?
  • Consider the establishment of an event website or separate web page on your main site.
  • Plan a risk management strategy.

• Promotion:
  • Do you need a marketing plan?
  • Is your event sponsored?
  • What are the sponsors' requirements?
  • What accompanying material do you need?
  • Brochures, programs, name tags, trade exhibits...
  • Do you need other accessories?  Corporate promotions, T-shirts, mugs, pens...
  • Is there a role for the media?

• Speakers and Entertainers:
  • Having chosen the venue and content, the right speaker, trainer or entertainer is the factor that can make your event memorable.
  • You might want a speaker who can skilfully weave personal experience into a presentation that is relevant to your particular audience.
  • You might want a trainer to offer expert guidance in professional development activities.
  • You might want an entertainer to provide some light relief from a demanding conference program.
     
    "We don't just offer suggestions, we offer solutions."