When your PCO starts asking you whether you want 24hour rate or DDR? Do you know what they mean or do you start thinking, ‘OMG what have I let myself in for?’!

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Minimum Numbers:

When your contract is created by the venue it will contain minimum numbers, which is the lowest number of chargeable delegates for the agreed rate. When the contract is created, you should be sure that this number is achievable and realistic as once the contract is signed, even if you don’t achieve these numbers, you will be liable to pay for them. Fitwise are experienced in negotiating and arranging contracts with venues and can provide advice on this aspect of running your event.

PCO:

A Professional Conference Organiser is exactly what Fitwise is, someone you can employ to organise the conference on your behalf. They will undertake all the organisational duties, leaving you free to concentrate on the educational content of your conference.

Room Layout:

Cabaret Style: You may be asked by the venue how you would like your conference room arranged. There are a number of options including cabaret style, classroom style and theatre style. Cabaret style is when the room is set out with tables with the audience seated round each table in an arc facing forward. This layout lends itself to teamwork and training sessions and works well with lower delegate numbers due to the inefficient use of space.

Classroom Style: Classroom style is when the room is set out with tables set in consecutive straight rows with seats behind – just like you would find in a school classroom. This layout works well for note taking and allows for all delegates to face forward. Again, this layout works well for lower delegate numbers due to the inefficient use of space, but doesn’t lend itself particularly towards teamwork as all the delegates are facing forward.

Theatre Style: Theatre style is the most common conference room set up, with rows of chairs facing the stage. This layout allows for the maximum number of delegates as it is an efficient use of space. Again, this layout doesn’t lend itself towards teamwork as all the delegates are facing forward.

Risk assessment:

When running a conference, you will need to thoroughly assess the possibility of injury to those attending the conference and you will need to have insurance in place to cover every eventuality.

SPC:

This is the Scientific Planning Committee, often comprising members of a society who have overall responsibility for devising the scientific programme and deciding which speakers to invite.

Teleclass / Live Streaming:

A great way to involve those who are unable to attend your conference is to offer some of the sessions as live teleclasses / streams. These can be broadcast live over the phone or internet.

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