5 tips for organizing a support care conference

About a month ago, I shared what a support care conference was and why you could consider granting one in your hospital or your health care organization. OSF hosted its 7^th Annual conference this year, and having been part of the planning committee from the start, I have learned a few things over the years.

In the spirit of sharing this knowledge for anyone looking to start its own event, I propose the following list of things that I would have liked to know from the start, without any particular order. Some of them apply in all conference situations and some may only be unique to the support of support care.

Invite the speakers early

Most popular speakers are reserved well in advance, in particular those who are well known nationally in support care. A year or more in advance is not too early. Your local teams and experts can have a little more flexibility, but it is worth inviting them so early. Do not forget to do it on their calendars and give them time to prepare for you!

Save

The most common problem here is travel problems, but sometimes there are family or work problems that cause last minute change or cancellation. Even if we hold our conference in the spring, the flights of speakers were canceled due to the weather or other unforeseen events. There is no worst feeling to have an unexpected hole during the day. You are sure to lose people if it happens. Have something or someone ready to present in case. You may never need it, but if you do, you will be forever grateful.

Use a planner

This could be someone in your department or organization, or someone from the place you use, but there is much more in an event like this than to book a room and contact the presenters. Configuration, transitions, ruptures, audio / visual and all small details can make or break an event. Even if everything is perfect, but the room is uncomfortable or if the public does not hear the speaker, it will not work. If each participant has the same comments on your assessments, you have not been careful while you were there!

A committee to examine the agenda, budgets, marketing equipment, etc. is also essential, and the Reunion planner should be an integral part of this committee.

Expect non-presentations and non-registered

Even if the brochure indicates that the inscription is required and due to a certain date and that you put it in a daring text, underlined and capitalized on each page, there is always someone who presents himself and expects to be able to register at the door. It is up to you to decide whether you let them in or not; You could consider who they are (do not remove one of your own leaders!), How much additional space you have, etc.

Know that even if you are at full capacity, there are some who will not come anyway. Also be aware that some will only come part of the day. Do your best to adapt, but if you can’t, use it as an opportunity to invite people to register for the beginning of next year. In this same spirit, expect participants late … very late … like the week before the late event. If you don’t register, contact and encourage, but don’t be discouraged!

Make sure there is a good parking available

If participants have to walk two houses to the event, they will be tired and grumpy before the event starts. If they find it difficult to find a parking space, they arrive at the conference with a pebble in their shoe (or worse) from the start.

Adequate parking in a practical location is a must for any event.

Last update: November 6, 2018