Conference+Method

Select a small working group to organise the event.
Determine what will be a suitable venue and time, taking into consideration the types of participants, their levels of ability/agility, the kinds of activities planned, cost and transport accessibility.
Book the venue and catering early, and check at regular intervals in relation to staff turnovers, changes to availability of facilities, changes to numbers, events, etcetera.
Give plenty of advance notice of the date and venue through mailouts, newsletters, together with contact details for one person for inquiries.
Select presenters who have credibility, knowledge, and good presentation skills. Confirm all times, dates and locations in writing, and clarify what audiovisual equipment they may need, and any issues of payment.
Visit the venue when booking, and closer to the event, to check that all is as expected. Select knowledgeable and credible presenters, aiming for a variety of delivery styles and information.
Engage independent moderators to encourage equitable participation and to assist processes of decision-making and deliberation.
Preferably, have some agreed conference outcomes or actions or recommendations.
Consider gaining sponsorship to lighten the cost to participants.
Arrange all legal, financial and other responsibilities for holding a public gathering.
Organise a booking procedure, keep scrupulous records, and consider offering discounts for early registration.
Check audiovisual requirements, book and check equipment.
Plan carefully for the arrival of participants; if possible, trial your registration processes, catering and other facilities prior to the event.
Publish any reports, statements or recommendations.
Consider how participants will find their way to their destinations; signs, arrows, 'help desks' can all help the conference run more smoothly.
Use the media to publicise your event and the conference's decisions or opinions on issues. Send out media releases before the event to publicise the venue, times and speakers, and any notable events or people attending; if appropriate, organise a media conference for the end of the conference to announce the outcomes.

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