Briefing Document
Well in advance of the event assess your event objectives. What do you want to achieve? Who is your target audience? What should your audience leave with? (key understandings etc). Keep these objectives to the fore.

Start Early
Look for venues and start planning the event  early. Good venues get booked up in advance. The more time you have on your side, the more choice you will have.

Budget
Do you have Ferrari ideals, but Mini money? Be realistic as to how much you can allocate to the event and what you would expect for your budget. Prioritize items/requirements, which will help you when you need to make decisions about 'real requirements'.

Content
Think about the event content. What do you want to get across (address) to your audience? How do you want to it to be presented to them. Will a 'theme' help. Think strategically with the grand plan always in view.

Site Inspections
Carry out site inspections. The brochure will show you 'the best of’ highlights, but may not show the 'building works' in the annex or the large support pillar in the middle of the room.

Speaker Management
Ensure your speakers have spoken to your production company and all their needs and requirements have been  taken care of. This will allow you to 'flag up' any specific requirements prior to the event.

Rehearsals
Hold at least one off site rehearsal as a group. This will be invaluable, and shows up the gaps in presentations, timings etc. Preparation is the key to the success of the day and 'Content Is King'.

Delegate material
Understand your audience and choose material in line with their seniority and the conference.

Support Staff
Use hostesses to help with the flow of delegates. 1 hostess per 50 delegates works well.

Shipping Material
This always takes longer than planned and if shipping abroad, remember that items frequently get held up in 'Customs' for up to a week or more.

Travel Visas
It's imperative to organise visa’s as early on as possible, in case of complications.

For more information or a free no obligation quote on an exhibition, event or conference that you may have coming up, please call:

IIR Middle East
Telephone: +971 4 336 5161
Fax: +971 4 335 2607
E-Mail: managedevents@iirme.com