Designing an Event Layout for a Conference or Event

Designing an event layout to correctly set up a
conference or event
In order to design an effective and successful event layout, it requires effective planning. The
conference event is to be designed for a multi-destination product launch stand for the tourist
destination Switzerland. The planning of conference needs to be done six months before the date
so that various changing elements can be managed properly. There are some steps or procedure
that needs to be followed for effectively organizing the conference event for multi-destination
product launch stand, which are explained in details as follows.
Step 1. Deciding on the theme.
Every successful and effective conference requires a theme. Event manager needs to focus on
deciding what will be the unifying message which can be delivered by speaker and also what can
be the key takeaways for the attendees of conference. The event themes needs to be relatable,
catchy and also need to trigger an emotional response.

To Be Continued
Step 2: Assembling the A-team
 Event manager will require dedicated people fort forming an effective team to whom different
responsibilities can be assigned such as planning, promotional activities and negotiating
activities.
 The main role of Event manager will include coordinating with the other team members,
setting priorities and also delegating tasks.

To Be Continued
Step 3: Preparing a Business Plan and Budget
Event manager needs to focus on making budget and business plan for the conference whether it is
funded by the sponsors or not. The manager needs to know every detail about where the money
is being spent or earned from. Having the budget will help in setting the prices for the
conference participation's as well. Following are given some common items that needs budget:
Venue
Accommodation
Transportation services
Catering
Fees for Speaker
Different Activities
Marketing activities
Payment to Team members.

To Be Continued
Step 4: Finding grants and Sponsors
The event manager also needs to focus on looking for arranging the fundraisers and sponsors. The manager
needs to ensure that sponsors of the event and their values aligns with the conference theme. Manager needs
to start finding the sponsors which fund similar events as of multi-destination product launch stand, or they
associate with the main themes of conference.
Step 5: Settling on a date
Event manager needs to decide on when the conference is taking place. The event manager also decides how
long the conference will last. Following are given some great rules for keeping in mind:
Picking out a date that does not conflict with any festival or major events. City-wide events generally makes the
flight bookings more expensive and also hinders the transportation from and to conferences.
Manager needs to avoid winter and summer holiday periods as people tend for go on holidays. Thus, the multi-
destination product launch conference needs to settled on the dates between April-middle and June-end.
There are around 300 to 400 guests invited for the conference, thus, it needs to last two days.
Most of the participants of conference, attends conference as a part of their job, thus it needs to be scheduled in
the work-week instead of weekend.