Conference Planning

If you expect ten or ten thousand attendees, LearnQuest's global conference team will sweat the details and deliver an event to remember. Below are a list of ways LearnQuest can help you plan your conference.

Pre-event

• Venue search and site visit
• Negotiate contract with venue and suppliers
• Design and host event website
• Set up and maintain registration system – regular reporting
• Marketing assistance to drive attendance (mailing campaigns, social media communication, sales campaign)
• Logistics assistance for registered attendees via conference mailbox/phone
• Manage hotel block bookings
• Set up and lead regular planning calls
• Coordinate with the content team to come up with the conference schedule
• Expo: coordinate marketing and selling of conference sponsorships
• Designs: Floor plans, flyers, expo stands
• Help with visa applications/legal documents (if applicable)

During event

• Organization and transportation/shipment of conference material
• Venue set-up
• Design, print and set up signage (floor plans, daily schedules, room names)
• Design and print deliverables (conference guide, lab instructions, evaluation forms)
• Collate attendee receivables (backpack/bag, handouts, gifts, etc)
• Registration and info desk (for duration of conference)
• Provide printed conference badges to all attendees at registration desk
• Onsite coordination with suppliers (food/beverages, AV, IT)
• Coordinate off-site dinner or event
• Travel coordination (from airport, to off-site event)
• Recruit and coordinate hostesses/conference assistants
• Track session attendance
• Collect evaluation forms
• Expo: Set up Expo area, support sponsors with local needs, coordinate tracking of sponsor booth visits (via hand-held scanners)

Post-event

• Tear-down and clean-up at end of event
• Transcribe or scan evaluation forms from sessions and overall conference
• Provide post-event report

If you are interested in having LearnQuest host your next technical conference or training event, please contact us at IBMConferences@Learnquest.com.