Interesting location, convenient timing

Press, 1 May 1981, Page 14

Interesting location, convenient timing

Guidance in the detailed preparation necessary for a conference is readily available from any conference centre. In selecting the venue, first assess the capacity of the proposed location to hold a' convention of the size - intended. Local information can be obtained from the area's Public Relations * office. - A reasonable estimate of

numbers can be reckoned from past conventions. At a later stage, pre-registration enables a fairly accurate count. Whether or not the dates are pre-determined, the proposed period should be investigated with regard to local conditions, such as another major convention there at about that time, or any other event that would put a big

demand on accommodation and transport. The dates should not coincide with high holiday demands but should fit in with a time of the year likely to provide acceptable weather. They should also be appropriate for what delegates might be expected to find of interest in the area. Once dates are established and accommodation is selected, find out if it can be

pre-booked on a firm basis and if group rates are available. Also, what requirements are for release of space reserved but later found unnecessary. In checking on previous conventions held, by the body concerned, or another similar, any special requirements can be pin-pointed early on. These could occur in connection with either the opening or closing ceremony, cocktail parties or informal receptions, or with formal luncheons, dinners, balls or banquets. Areas for trade shows or other exhibits can have special requirements, too, while technical needs such as staging, lighting, sound and projection equipment is best handled by a specialist firm.