The importance of timing, facilities and finances

Press, 16 August 1978, Page 23

The importance of timing, facilities and finances

Any event should be self-supporting — either by direct registration fees or sponsorship, but any organisation undertaking a convention or similar activity should be in a reasonable financial situation, according to Mr Noel Watkins, promotion officer with the South Taranaki Information and Promotion Office, Hawera.

The timing of a conference is most important for the best use of facilities and amenities. Planners shouk’ check to ensure there are no major clashing events, and have their event registered to help avoid future activities being arranged for the same date.

Organisation and planning have several important facets, and the size of the occasion will determine the number of tasks each person can handle, or the number of persons needed to carry out each particular section of activity. Broadly speaking, any activity can be broken down to several basic sections:

Co-ordinator or chairman: The man who keeps an eye on all that is happening and can help make those small quick decisions that are always needed, and ensure that systematic meetings of the organising committee are held. Accommodation: Accommodation can be handled by a single officer or a sub-committee. An early assessment of overall needs must be made and the required number of beds block-booked. It is important that the confirmation date detailed on a delegate’s registration form should be at least a month before the event as it is unreasonable to ask accommodation houses to hold pencilled bookings to any narrower margin. In spite of the best intentions, there will always be some “la'- -minute” adjustments needed, and the accommodation programme should make

some allowance for this. Entertainment: This is a fun job. The first task is to sort out just what will be needed — bands for ball or cabaret? Singers and special entertainment acts? Tours of the countryside or historic places or industrial concerns? Are any specialist interests to be sorted out, such as sporting activities? Again, an estimate will need to be made of the spare time available. Literature: Some sort of conference kit is usually needed and this can include town and district maps and general information on the area where the convention is being held. Other material such as business papers, name tags (a must), tickets and similar items can also be placed in these kits, as well as jotter pads, pencils or similar.

Programme: While this could be a job for the whole organising committee, it would be advisable to have one person who can devise a good timetable to help all other departments in piecing together the event. Good planning can help avoid schedules which are too

“tight” and impossible to maintain.

It is essential to have a programmer who can reshuffle things to the best advantage. This department would also accept responsibility for the drafting of business papers, agendas and the preparation of any papers to be presented. Bookings: Bookings of suitable halls and venues must also be done well in advance as such amenities are usually in high demand. Again, an educated guess must be taken on the numbers to be handled.

Catering: Good catering sets the seal of success on any convention. Food and liquor caterers are usually readily available and once arrangements are made, they take care of all the details. The real problem

with catering is coming to grips with the cost factor. This calls for some really careful budgeting for the best arrangements consistent with an acceptable registration fee. This item will probably be the major item on the overall budget.

Publicity, promotion and protocol: This is quite a tricky, but most rewarding, job. In fact, this is the area most often neglected by convention committees. Once the convention dates have been decided, a regular system of newsletters must go to those liable to attend, and a regular pattern of news releases can be activated in the local media. This should intensify as the event draws closer.

It is important that the media is kept right up to date with all happenings during the event, and afterward some concluding Press releases should be drafted. Protocol involves sorting out who should be invited to what, and where people should be placed at tables or on a dias. Who should speak, and for how long, should also be part of the publicity picture. Finally, all acknowledgements and letters of thanks should be activated by this department. Registrar: The registrar is a most important person who is responsible for the basic drafting of the conference budget. An estimate of attendance and the financial return must be plotted with attendance break-even points established. Final registration fees should always be set out above break-even points unless there is some sponsorship or other additional source of finance. The registrar will provide registration forms as required and attend to the receipt of money.

In view of the importance of this position, it should not be combined with any other organisational activity. It is highly

desirable to establish a convention account at the bank completely separate from any other account run by the organisation.

Involvement: Do not overlook that there is a whole community to back your organisation. Do not be afraid to approach a club to help, such as craft clubs which may wish to help with displays to brighten a convention centre. Service clubs may wish to help host a sporting event or tour of the district, and the retailers’ association may wish to tie in special window displays or indeed a special townside campaign for the extent. Local bodies will often co-operate in all sorts of ways to brighten the town or allow “irregular” signs to be put up temporarily. With involvement, the great axiom is: If you want something, ask for it; you'll probably get it. And if you don't ask, nobody will ever know you wanted it.