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Conference Administration

Successful conference administration involves much more than just sending out delegate packs, welcoming attendees to the venue and registering them for your conference. At W12 Conferences, we believe conference administration really begins the moment you (or your conference organiser) start planning the event. It includes the following:
 

• Administration tasks during the planning and organising phase
• Delegate administration before and during registration
• Administration of the event
• Post-event evaluation and feedback
   

Throughout these stages, a great venue with an experienced team is essential.
DIY conference administration or the services of a specialist subcontractor?
With careful planning, even a major international conference can be organised in-house, especially if you have a supportive team. Alternatively, you may decide to hire a specialist firm to help you. Either way, the following elements must be addressed between conception of the conference and its successful delivery:
 

• Venue sourcing and liaison with the venue team
• Creating administration documents (including registration forms)
• Creation of conference literature
• Delegate booking
• Preparation of a delegate database
• Managing conference finances (fees, expenses, etc)
• Name badges, delegate packs
• Administration during the conference
• Post-event conference administration (evaluation and feedback)
   

If these are addressed methodically, the result should be a smooth-running, successful event that delights your delegates and builds your reputation for conference administration. And if it’s your first time, take comfort from the knowledge that experienced conference administrators report that the process becomes easier with practice.

Choose your conference venue wisely and count on their support

Whether you’re organising your conference yourself, or relying on the services of an external company, it’s essential to build a strong relationship with the chosen venue early in the process. Choose your venue carefully, trust them implicitly and let them help you to a successful conclusion.
 

Contact us now to find out how W12 Conferences can make your conference administration easier.

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