Key Players / Departments in Developing a Conference

So, Today we will be going to discuss the key players/Departments in developing a conference.
These departments are very integral in the formation of every type of conference, Summit and Training programs. We will also discuss the role of each and every department.

The Following Departments are:

1. Speakers 
2. Delegates
3. Sponsors 
4. Operations 
5. IT and Designing 

Speaker Sourcing Department:

This Department has a very important role in making a conference. They are actually the developers and producers of the conference / Summits / Training.

This Department is responsible for creating a content for the conference. They research about the new updates and new insights about the industry, They find the new trends to access where the industry is heading and moving.

They design the complete two day agenda for the conference including the major themes of the conference and after developing those themes they construct the most updated and relevant topics for the conference. These topics are majorly based on  Technology, Strategy, Operations, Techniques, Regulations.

After the completion of this content activity, a producer is responsible for booking the keynote speakers from the well reputed organizations all across the globe.

Then these speakers are allocated to the designated places in the two day agenda according to their expertise and experience. 

Delegate Sourcing Department:

They are responsible for Booking the end user companies, these companies are very important for such commercial and business conferences because these companies help the sales team to attract the sponsors who provides the relevant solutions for the industry. 

Delegate team offers the complementary passes to the senior professionals of these organizations so that they can come and attend the two conference and network with each other. This will help us to enhance the quality of the conference.

Sponsor Sourcing Department: 

This department is associated to selling. This department is basically the backbone in executing the conference. They are responsible for selling different sponsorship packages. These sponsorship packages include.

• Presentation Package 
• Exhibition Package 
• One to One Business Meeting Package 
• Networking Package 

These packages help the clients to market their services in front of the right audience at the right time. These conferences help such companies to grow and to achieve more. The Sales Team or a Sponsor Team is responsible to generate the quality leads with the quality market research through different social network platforms and from there they start approaching people.

 Operations Department:

They are responsible in the execution activities of the conference. They are basically the communication team, who are continuously in contact with the booked clients till the conference deliver. They are the people who are also working as liaison between all the departments.

They are responsible of making all the necessary stuff for the conference which are required at the time of execution.e.g 

• Making of a Booklet / Event Catalog
• Collecting data from the booked clients for the website and event badges
• Preparing Standees and screens for the conference, which are displayed on site
• Asking for the interviews from the booked sponsors and publishing it on the website 
• Working on the event scheduler ( Meeting Software ) through which all one to one meetings get organized and communicated among the attendees.
• Developing of the floor plan 
• Communication with the hotel administration and facilitating the clients in the matters of accommodation and reservation letters.

This is all I have regarding the departments which are responsible in the execution of conference.

I hope it will help the individuals who are interested in the event management and conference development. 

                                                         Thankyou !!!!!!!