Social Event information required before the conference
- When you are planning what social events you are going to do in conjunction with a conference you need to decide are they optional or part of the programme? Are they sponsored or do the delegates pay for these? Are they on-site at the conference venue or at another venue?
- Once the above has been decided they you can plan what sort of event to have in the programme, what are the objectives, budget what is the theme, is it for delegates only or can partners accompany the delegate? If off site you will need to arrange a site visit to chose the appropriate venue for the event. Other arrangements will include transportation and any entertainment, decide on F&B, plus staff to manage the event.
- Once the social programme has been decided and arranged then it is important to get all the information from the delegates prior to arriving onsite. A booking form should be available on the website to sign up for the event. Information required on the booking form should include:
- An information sheet outlining the social event or activity, so delegates can understand what they are signing up for
- Name and contact details of delegate, time and dates of activities, if bringing a partner their details also required
- Dietary and or any allergies, disabilities
- If activities are to be organised do they bring any equipment or require specific clothing, or are these provided?
- If a drinks reception or banquet dinner is part of the programme, you might decide to send a personalised invitation
- A spread sheet database should be set up to record all the information so the event manager has this data to refer to when onsite and when letting venue know of numbers
- Confirmation email should be sent out to confirm booking and any relevant information the delegates needs to know about the event or activity
- Relevant transportation if required needs to be booked. If the event has a late evening finish then transportation should be arranged so that delegates can leave before the end if they so wish and if coaches used then they should arrange to drop off passengers at different hotels if required .
- Depending on size of conference recommend to have a manned information/hospitality desk in the delegates hotel, where delegates or partners not involved in the conference can go for information on what they can do whilst at the conference city and join any site seeing tours, activities that have been arranged.
- If using a local DMC make sure all communications numbers of guests involved are up to date with regard to the partner activities, tours, lunches etc…
- Make sure that staff involved in managing social events are well briefed and know exactly how many delegates and guests are involved.