Refreshment Breaks
Ensure adequate time is built into the programme for the number of anticipated delegates to get themselves a drink and go to the toilet during the refreshment breaks. Similarly at lunchtime the delegates will need to get to the
Fig. 7. Time plan illustration (i).
This planner is less detailed and monitors only key tasks. It could be used in conjunction with a more detailed planner.
Fig. 8. Time plan illustration (ii).
lunch room, consume their lunch, network, stretch their legs and get some fresh air, and go to the toilet. The number and location of toilets available at the venue of your choice, the location of the lunch room, the presence of exhibitors and the number of delegates will have a direct bearing on these timings.
Location Of Conference Rooms
If the conference is spread throughout a number of rooms, ensure that enough time is built into the
Fig. 9. Conference programme.
programme for the delegates to be able to move from one to another. This is particularly important if the rooms are on different floors. It is very distracting and most unfair to speakers to have delegates wandering into their presentations late. Consider how the delegates will move from one room to another. Do they need to use a lift? If so, how many lifts are there? Where are they situated? How many ‘lift-loads’ of delegates are going to be moving? Do not base this judgement on the time it takes you and the venue co-ordinator to walk the same route during your recce. Delegates will walk slower, will probably be chatting and not necessarily paying attention to signs, or they may get distracted by something more interesting along the way. Even if the rooms are located on the same floor and close together still expect some delay. Delegates will use the opportunity to nip to the toilets, make phone calls and to get some fresh air.
The Graveyard Slot
After lunch everyone undergoes a lull whilst our bodies are busy digesting food. The resulting dip in energy levels means that whilst the speaker is getting high on nerve-induced adrenalin the delegates are resisting the urge (hopefully) to fall asleep, hence the term ‘graveyard slot’. To help keep everyone on their toes, make sure the room is not too warm and schedule a lively and entertaining speaker with a particularly interesting subject.
Consecutive Days
If running at two-day event, delegates may not need to register on the second day. It is wise not to start too early in the morning if the schedule allows, as you may find
delegates wander in late. Alternatively put a very interesting paper that no one wants to miss on first.
The date of your event may be dictated to you, giving you no control over it. Alternatively you may have some freedom to decide on the best date.
Weekend Or Weekday?
Weekend rates are usually substantially cheaper, however choosing a weekend may not be suitable for a business event and don’t forget many venues get booked up with weddings well in advance, often on Saturdays from May through to October.
Holiday Time Or Competing Events?
Consider the time of year. Are there any other major events being held which would draw your delegates away? Is it a peak holiday time? Too soon before/after Christmas? This can be of particular importance if delegates will be paying their own fees and expenses rather than companies.