An LLC separates your personal assets from the conference business, protecting you from personal liability if the event faces legal action. Forming an LLC also allows you to open a business bank account, apply for financing, and establish business credit.

While forming an LLC takes a bit of time and paperwork, it’s a straightforward process that can be completed in just a few steps. This guide will walk you through everything you need to know to form an LLC for your Florida business conference.

Benefits of Creating an LLC for a Conference Business

There are several key advantages to structuring your conference business as an LLC rather than operating as a sole proprietorship:

Limited Liability Protection

The top reason to form an LLC for a conference business is to create legal separation between your personal and business assets. As a sole proprietor, you’re personally liable for any legal or financial issues faced by the business. 

With an LLC, your personal assets like your home, car, and savings are protected from creditors and lawsuits associated with the conference.

Credibility and Professionalism

Operating as an LLC conveys professionalism and legitimacy to partners, vendors, and attendees. It shows you’ve taken steps to formally establish your business. Using “LLC” in your business name also communicates you’re a limited liability entity.

Access to Business Banking & Financing

Banks and lenders are more willing to provide business accounts, loans, and credit cards to formally registered LLCs versus sole proprietors. An LLC structure improves your chances of getting approved for a small business loan or line of credit.

Tax Benefits

LLCs allow something called “pass-through taxation” where business profits and losses pass through to your personal tax return. This avoids the double taxation of a corporation. For conference businesses unlikely to make a profit in the first couple years, pass-through taxation can provide tax advantages.

Steps to Form an LLC for a Florida Conference Business

Forming an LLC for your conference involves following these key steps:

Note – I highly suggest using a Florida LLC formation service if you’ve never set up an LLC before. 

1. Choose a Business Name

First, you’ll need to pick a name for your LLC. The name must include a designation like “LLC” or “Limited Liability Company”. It also must be unique and distinguishable from other businesses registered in Florida. You can search the state database to make sure your desired name isn’t already being used.

Tips for picking a conference LLC name:

• Include a descriptive word like “Events”, “Conference”, “Summit”
• Make it memorable and catchy
• Use your personal name or initials for a professional tone

When brainstorming names, focus on creating a brand that conveys your conference’s unique value and experience. The name should communicate the core purpose and audience.

For example, if you’re organizing a conference on women’s leadership, a name like “Women Leadership Summit LLC” states exactly who and what the event is about.

A shorter, catchier name can work too, but may require more marketing to educate people on your event’s focus. For instance, “WL Summit LLC” is shorter but less directly descriptive.

In competitive markets like Florida, picking the right name from the start can help your conference stand out and get attention.

2. Appoint a Registered Agent

All LLCs formed in Florida need a registered agent – an individual or company designated to receive important legal documents on behalf of your LLC. Your registered agent must have a physical street address in Florida (not just a PO Box).

You can choose to act as your own registered agent or appoint a third-party service. Using an LLC service like Northwest Registered Agent can be convenient for keeping your home address private.

Some key considerations when selecting a registered agent include:

• Cost – Expect to pay $100-200 per year for a third party service. This is often cheaper than a registered agent attorney.
• Availability – Make sure they have staff available during normal business hours to accept documents.
• Locations – Select an agent located in your area of Florida to facilitate document exchange.
• Experience – Choose a service accustomed to representing LLCs whenever possible.

3. File Formation Documents

To legally form your LLC, you must file “articles of organization” with the Florida Division of Corporations. This document includes basic information about your LLC like your business name, address, registered agent, and ownership structure.

You have the option to file articles of organization by mail or electronically through the state’s website. Filing online helps speed up the processing time significantly. The current filing fee is $125.

The state reviews your filing to ensure all required information is included and verifies your chosen LLC name is available. As long as no issues arise, they will approve your articles and officially register your conference LLC.

4. Create an Operating Agreement

While not technically required, it’s highly recommended to establish an operating agreement for your Florida LLC. This document outlines the ownership breakdown, member responsibilities, distribution of profits and losses, voting structure, and other governance details.

For a single-member LLC, an operating agreement protects your interests in case you need to dissolve the LLC or bring on new members later. It also ensures your heirs understand your wishes if ownership is transferred upon death or incapacitation.

Multi-member LLCs especially benefit from an upfront operating agreement. It provides clear rules and expectations for all parties involved.

You can find templates and create an operating agreement yourself or work with an attorney to customize one for your conference business. Taking the time to put an operating agreement in place now prevents disputes down the road.

5. Get an EIN from the IRS

Once your articles of organization are filed, you’ll need to obtain a federal employer identification number (EIN) for tax and banking purposes. An EIN acts like a social security number for your LLC.

The good news is you can easily apply online for an EIN and get your number instantly. Submitting your EIN request is completely free.

Make sure to keep your EIN private, only sharing it when absolutely necessary for things like opening a bank account. This helps protect your LLC finances and prevents potential fraud.

Additional Steps to Start Your Conference LLC

After officially forming your Florida LLC, there are a few more tasks to complete as you start operations:

• Open a business bank account – This keeps LLC finances separate from your personal funds
• Understand licensing requirements – Check if you need a permit/license to operate your type of conference business
• Consider business insurance – Liability insurance protects your LLC from potential lawsuits
• Develop a business plan – Writing a plan helps refine your conference idea, objectives, and financial projections
• Register for state business taxes – Most LLCs need to register for sales tax and unemployment insurance
• Set up bookkeeping – Keep detailed income and expense records from day one

While this may seem like a lot, forming the LLC sets the groundwork so you can begin marketing your event and signing up speakers and sponsors. Starting as an LLC gives you credibility and helps attract partners.

Marketing Your New Conference Business

With your LLC formed, you can start getting the word out about your upcoming event. Some effective marketing tactics include:

Build a website:

Create a professional website with all the conference details. This is your 24/7 marketing asset.

Run social media ads:

Target your demographic with paid ads on platforms like Facebook and LinkedIn.

Network with sponsors:

Pitch potential sponsors on branding opportunities to fund the event.

Create sales collateral:

Design brochures, flyers, banners to generate buzz.

Send press releases:

Get media attention by announcing your conference and any big-name speakers.

Exhibit at other events:

Attend relevant events to interact with potential attendees.

Email marketing:

Send regular email updates on conference news to engage subscribers.

SEO:

Use search engine optimization best practices to improve web visibility.

Combining traditional and digital marketing gives your conference the best chance to sell tickets and build momentum leading up to the event.

Managing Your Conference LLC

Once your event concludes, there are still important legal and tax filings to stay on top of:

Annual Report – Florida LLCs must file an annual report and pay a fee to stay active each year.

Business Taxes – Remain compliant with sales, payroll, income and other business taxes.

Income Taxes – Even as an LLC, you must file annual personal income taxes reflecting the pass-through business income/loss.

Meeting minutes – Document any formal governance meetings between LLC members.

Record keeping – Maintain adequate financial records in case of an IRS audit.

Renewals – Keep required business licenses and registrations updated.

Banking – Monitor LLC bank accounts regularly for any suspicious activity.

Amendments – File a “Certificate of Amendment” if you need to change your LLC’s legal name or management structure.

Keeping up with recurring compliance and filings ensures your LLC remains in good legal standing. Consider hiring an accountant or lawyer for assistance.

Common Questions: Forming an LLC for a Florida Conference

Do I Need a Lawyer to Form a Conference LLC?

No, you can form an LLC yourself without a lawyer. The state filing process is straightforward and there are plenty of free operating agreement templates available. However, for complex LLC structures an attorney can provide specific guidance.

How Much Does it Cost to Form a Florida LLC?

The state filing fee is currently $125. You may have to pay an additional $138 if you need a certified copy of the articles of organization. Many registered agent services charge around $100 per year. So in total, expect startup costs around $250-350.

What is the Difference Between an LLC and S-Corp?

LLCs provide liability protection but are taxed as pass-through entities. S-corps also provide liability protection but can allow shareholders to be paid wages. This may change how profits are taxed. An LLC is usually preferable for an early-stage conference business.

Do I Need a License to Run a Conference in Florida?

You may need to register for a local business license based on the city where your conference will be held. Check local regulations regarding events held at your chosen venue. For example, some places require a promoter’s permit.

Can I Form My LLC in Another State if the Conference is in Florida?

While possible, it’s best to form your conference LLC in the state where you will be physically hosting events and doing business. This ensures full compliance with regulations and requirements.

Conclusion

Forming an LLC provides important protections and credibility as you turn your conference idea into reality. While an LLC involves a small upfront investment of time and money, it sets your business up for success down the road. 

The process is very approachable if you follow the proper filing steps and meet all Florida requirements. Just remember to handle the required ongoing maintenance like annual reports after your initial formation.

It’s also critically important that you hire the right LLC agent to help you in the process. While it’s not overly complicated to create an LLC on your own. It’s helpful to have the assistance of a trained expert who does this type of work on a regular basis. 

With a solid business foundation in place through your LLC, you can focus on creating an exceptional event experience. Market aggressively, nail down the logistics, and deliver value to your conference attendees. Wishing you the best of luck as you embark on your new endeavor!

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The Most Popular Gaming Events

Numerous events, conferences and exhibitions are held throughout the year, which bring together the shareholders of the land-based and online games market such as GunsBet Casino. These events pursue the main goal – networking, but differ from each other in certain aspects. Participation in such events requires preparation and a certain part of the marketing budget. Operators who are just starting out in the industry should research the specifics of each event to find out which ones are really worth attending. Here you will find a brief overview of the main gaming events and some tips to help operators take advantage of them.

To begin with, let’s give a simple classification of events dedicated to games.

1) International / local events.Some events and exhibitions are international. They host visitors and participants from all over the world and cover global gambling issues. The best example is ICE Totally Gaming in London. Regional exhibitions, on the contrary, are more focused on gaming issues of a certain part of the world. An example is WrB Africa, which, with its internal regulation, focuses on the African gaming market and hosts leading operators from East, West and Central Africa, as well as the iGaming Asia Congress in Macau or Russian Gaming Week. If you are targeting a specific region and want to expand your knowledge about the peculiarities of the local market, you should consider attending one of these events. Otherwise, it makes sense to start with international conferences,

2) Gaming software/affiliate marketing events . An example of the first kind is iGB Live! Amsterdam, the place to see the world’s leading game developers and online casino software providers. They present their chic booths and create shows to present new slots, as well as throw parties after the official schedule of events. Affiliate conferences, such as London or Amsterdam, are the meeting place for the world’s best marketing professionals. Affiliates and affiliate programs host casino operators at their booths and present their best offers

3) Events dedicated to certain events. An example would be the Mobile Games Forum in London or the Betting Trends Forum in Moscow and global events that cover all current gaming topics and hot topics. The former provide in-depth insight into a particular gaming industry and are more geared towards experienced operators looking to immerse themselves in a particular area, while global events are ideal for industry newcomers, providing an opportunity to gain a general understanding of the market.

The Most Popular Gaming Events

Here is a list of the most popular iGaming events that are definitely worth visiting as a member or at least a visitor:

1. ICE Totally Gaming (ICE London) , which takes place in February in London. ICE remains the most comprehensive and most attended gaming conference in the world (with a record attendance of over 28,000 people in 2017). It covers both land-based and online casinos, offers a wide variety of seminars with the latest industry news, bringing together all the major market players. Attending this event is a must for SoftSwiss: we present our booth there every year.

2. The London Affiliate Conference, held after ICE in the same location (ExCel London), the conference is a great opportunity to learn about the latest marketing trends in iGaming and introduce your brand to affiliates – people who play a key role in promoting online casinos.

3. iGB Live! in Amsterdam takes place in July and is a well-known event in the iGaming market, consisting of 9 events dedicated to payment processing, player acquisition, jurisdictional issues, sports betting, finance and affiliate marketing. This event has seen a good growth in attendance in recent years and is the successor to the Amsterdam Affiliate Conference, Berlin Affiliate Conference and Excellence in Gaming (EiG).

4. Global Gaming Expo Asia (G2E Asia) takes place in Macau in May and is the main platform for Asian iGaming businessmen. As one of the fastest growing markets, Asia attracts leading software providers, game developers, casino operators and marketers from all over the world. If you are planning to explore this market, G2E Asia is a good starting point.

5. SiGMA takes place in November in Malta. The event is international, as iGaming ecosystem shareholders from all over the world take part in it, from casino and bookmaker operators to owners of well-known software companies and start-up entrepreneurs. Regulators, marketers and affiliates are also represented here, which is a great place for networking.

What To Do At IGAMING Events?

Once the list of iGaming events is ready, you need to prepare and make a to-do list. The possibilities are really vast, and here are just a few of them:

Present your brand . Set up a stand and invite your best sales managers to present your online casino for example, experts believe the best casinos on the site casinos online no brasil.

Get to know software vendors and game developers. If you are still looking for a platform or want to make personal contacts with gaming content providers, these events are a great place to find a reliable IT partner.

Learn the latest iGaming trends : mobile casinos, Bitcoin gambling, innovative game design and so on. Learn about the latest situation in the regulation of the iGaming industry and the peculiarities in each particular region, personally get to know representatives of various gaming jurisdictions.

Study the main marketing and advertising trends , see what types of promotion work best for online casinos.

Get to know affiliates and make deals with them.

Get to know payment processor providers , read their terms and conditions, and find out who you can work with to improve the efficiency of your casino’s payment processing. Attend seminars and panel discussions on topics that interest you the most. Or even become a speaker at one of the panels and share your view on the situation.

Networking ! As with any industry, the more people you know, the better for your business. Don’t ignore parties after the official show schedule. These events tend to have a pleasant and friendly atmosphere, so you can interact with C-Level leaders in a fairly casual manner.

With the right iGaming events, and with a lot of stamina (because events are as tiring as they are exciting), you will return home with a load of new information to think about, leads to process, partners to collaborate on, and cool ideas to bring to life.

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In this article, we will present 8 tips to organize a conference more efficiently, without giving up a quality result. Check out!

1. Establish a commission

For any event to be a success, it needs to meet the interests of the public. Therefore, when organizing a conference, it is worth having representatives of the public to present suggestions and opinions about the program.

In addition, it is also worth having a group of people to divide the organization’s responsibilities, so that no one is overloaded and that all aspects (schedule, reception, food, security, technical structure and others) receive due attention.

So, the tip is to establish a committee, in order to get people to work together to organize a successful conference.

2. Make a structured plan

A structured planning is like a guide to everything that needs to be prepared for the event. The better the organization, the lower the risk of a problem happening at the conference or details being forgotten.

The good news is that planning doesn’t always have to be developed “from scratch”. If the company has held conferences before, it can reuse the plans, making only the necessary adaptations. After all, the steps to organize each conference are essentially the same.

3. Create a strong guest list

A characteristic aspect of conferences is the presence of guests: the lecturers. They are the ones who make presentations on relevant subjects within the theme of the event.

For a conference to be a great success, it is important to have a strong guest list. This does not necessarily mean relying on famous people, but on professionals who can really generate value for participants.

Keep in mind that guests need to verify that your event fits into their schedule. Therefore, the tip is to contact guests as early as possible. In addition, it is worth having a plan B, in case your first choice of lecturer is not available.

4. Make general preparations

In the previous item, we commented on the importance of preparing the electronic equipment that will be used in the event. However, other general preparations are extremely important and should also be made well in advance. Among them, we can highlight:

• choice of event location or organization of the company’s own event room ;
• hiring buffet;
• contracting security services;
• organization of transport and accommodation for guests;
• management of participant registrations.

Generally, you won’t hire these services from the first company you come across. At the very least, it is necessary to make some quotations before closing the contract, which takes a lot of time.

So, the sooner you get started, the better! On the other hand, you can build a list of preferred vendors to hire at events, which can help save you time and money.

5. Prepare the necessary equipment

A range of equipment may be needed for the conference, such as projectors, microphones, speakers, computers with internet access, etc. All this equipment needs to be prepared in advance, to avoid running around and delays in the “Hour Hour”. It is worth remembering that, in many cases, it is necessary to rent this equipment, which requires even more advance notice for preparation.

6. Form a support team

At the time of the event, someone must always be available to help lecturers and participants and to solve any problems.

In the same way that in the organization it is better to have several people forming a committee, when the event is in progress, it is ideal to have a support team, rather than a single individual. After all, you can never predict what the last minute demands will be.

When the conference is an internal corporate event , people on the support team need to be aware that they will not enjoy the event like the other employees. Therefore, in this case, a good strategy is to offer an incentive for those who develop this work.

7. Be prepared for unforeseen events

Since we are talking about last-minute demands, there is no doubt that, to organize a conference, it is necessary to be prepared for unforeseen circumstances. After all, no matter how good the planning, they always end up happening.

The question remains: is it possible to prepare for something that you cannot foresee? The answer is yes, and one way is by looking at what went wrong in your company’s past events. For example, if on one occasion the speaker’s microphone failed, it’s always a good idea to rent an extra microphone. If the buffet at the previous event was insufficient, consider hiring a larger option, with a percentage left over from the items provided.

8. Carry out a satisfaction survey with participants

Taking advantage of the previous item, one last tip is that you always carry out a satisfaction survey with participants after the event. The information collected in this survey will be very useful the next time the company decides to organize the conference.

From the answers, you will be able to assess what went well and can be maintained, but also identify what went wrong and needs to be changed. Plus, it’ll save you time guessing what your audience wants. In other words, the tendency is for the success of the event to be greater with each new occasion!

Bear in mind that a satisfaction survey is relatively simple to carry out. One option is, for example, to send a form to each e-mail address registered by participants during registration. Relying on technology is essential for this process to be efficient, simple and agile.

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The key points are:

• The look and location of the conference room
• Conference room rental budget
• Technical features
• Additional conference room services

Thinking about how to choose a conference room?

Conferences with serious subject matter shouldn’t stray from basic, austere style. A clean, tidy conference room will set your guests in the right frame of mind. You will be in the room for several hours, if not the whole day, so pay attention to design. It should not reek of “Soviet motifs”. Restrained interior, but at the same time, decorated with taste and charm will add points to the event. No glaring colors, calm shades, so nothing will distract the attention of guests. Conference hall should reflect the format of the event.

For seminars, training courses and workshops, we suggest looking at less formal spaces. In a relaxed atmosphere you will create a trusting, comfortable atmosphere. In addition, information is perceived more easily when you feel “at ease”. A good idea – the loft. The versatility of lofts makes it easy to organize a creative event at a high level for a low price.

Properly calculate seating to avoid force majeure. If by chance you have unexpected guests, be prepared to accommodate them without prejudice to others.

One of the main criteria – location. Do not even look at the premises, which are located outside the city or in a residential area. This is extremely inconvenient, especially for visitors. The city center is the best option. Invitees will not feel the discomfort and difficulty in finding a venue.

Budget to rent a conference hall
How to choose a conference hall for your financial capabilities? If you have a limited budget, you will have to look for ways to save. Don’t run after popular conference services. Their prices may be a little overpriced.

Pay attention to online platforms or ask around from colleagues. Be sure someone you know has organized a similar event and knows a good inexpensive place.

Co-working spaces offer a wide variety of conference rooms at affordable prices. They are always creative, friendly spaces. Their plus point is that a coffee break is usually already included in the rental price. You’ll be offered a snack in the form of coffee and cookies.

But, and if you have a large company for whom the budget does not matter, and you are willing to pay any money for comfort, there will be no problems with the search.

Technical features

To find a conference room that meets all the wishes is not easy, but it is possible! In many ways, the success of the event depends on the technical capabilities of the location. You will need equipment for video projection and sound transmission, office equipment, air conditioning system. Can’t do without it today! Many do not check the quality of Wi-Fi, in the end you get a mess. Take into account bitter experiences of others and recheck everything on the spot.

If you decide to use your own equipment, bring it and install it the day before the event. At the location is always a person who deals with technical aspects.

Sometimes the rental price already includes basic equipment, but for some items such as projector, flip chart, microphone will have to pay extra. Check the details in advance.

Additional services of conference rooms
How to choose a conference room rental to keep the guests happy? Since the conference usually drags on all day, you’ll need additional services in the form of catering or a coffee break.

If it’s a small break, you can set up a table with treats in the main room or use an adjoining room for such occasions, if available. But if an evening banquet or dinner is planned, you will have to look for a room with a separate hall or transformer location where partitions will create a lounge area.

Landlords can offer help in preparing the banquet and provide a price. After looking at the prices, decide whether the offer will be profitable or if you should look for your own catering company.

If you don’t want to bother, make an appointment with the nearest restaurant or cafe. The table will be set at the appointed time, and you will continue to communicate in an informal atmosphere.

Foreign and non-resident partners will need to solve the problem with accommodation. Take a look beforehand at what hotels are located nearby. The owners of the location may be able to coordinate you on this matter.

The choice of the conference hall will be successful if you think through all the nuances.

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Basic elements of equipment for a conference
Conference equipment is designed to carry out three important technical tasks:

• To provide comfortable presentation of the speaker, demonstration of audio and video materials;
• To give each participant of the conference an opportunity to speak and be heard;
• To provide the administrator or the head of the conference with tools to control the discussion and the speeches of the participants.

Hardware-software complex, providing execution of these tasks consists of conference system equipment and presentation equipment. Presentation equipment includes radio microphone, amplifier and acoustics placed in a room, powerful projector, which is connected to DVD-player or notebook with prepared presentation. It is necessary for displaying graphs, video slides, illustrating a report or a discussion subject, it is also possible to display the documents under discussion.

Conference systems include a variety of equipment, but the minimum configuration consists of three components:

1. The central unit, which provides conference control, is used to regulate the work of other system components, control the work of discussion participants’ consoles, and interact with external equipment (for example, with a mixer, amplifier, and discussion logging equipment);
2. Microphone unit of the chairman of the conference;
3. Microphone unit of the delegate – participant of the conference.

In some cases, the chairman’s unit and the central unit can be combined, or universal units can be used that work in one of the two modes (chairman or delegate). If an international conference is being held and the participants speak in different languages, simultaneous interpretation equipment should be added to the minimum list of equipment.

The most numerous element of a conference system are delegate microphones which must provide an opportunity to apply for a speech, take part in voting, plug in headphones and choose a channel for simultaneous interpretation.

Thus, presentation equipment and conference-system are the two main components, which are necessary for business meetings or conferences. Taking into consideration that it is a complex complex, in many cases it is more convenient to use ready-to-use kit of conference system than to assemble all necessary components by yourself.

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This is why these events are the new generation of events. The impact of this trend on our industry is a fait accompli. Today’s events are focused on communication between participants, so they can share their knowledge with each other and interact in a more informal setting. As a consequence, there are new formats of events. Aquariums, non-conference techniques, open space technology, and Pecha Kucha are just small examples of events of the future that take us back to our roots, when we would gather around a campfire to talk, dance, and create something impressive. And today it’s still a great vehicle for learning and inspiration.

The Aquarium
What’s the point of the format? A small group of people discussing some hot topic in front of a large audience. In classic aquariums, any participant can join a small group and join the discussion. This is a very effective format for discussing trending topics and bringing out different points of view. Great if the small group is made up of public and private sector leaders, and the audience is made up of employees and ordinary citizens. Aquaria makes the decision-making process transparent, builds trust, and simplifies complex issues.

How to use the format

• To create an “aquarium,” place 5-8 chairs in a circle.
• For the audience, place chairs in concentric circles around the fishbowl.
• Select the panelists and seat them in the inner circle.
• The moderator announces the topic of discussion and the inner circle starts it.
• In the “open” version of the aquarium, some of the chairs in the inner circle remain unoccupied, and anyone from the large audience can take that seat and join the discussion.
• In the “closed” version, the discussion participants stay inside the circle until it is over. When time is up, they leave the fishbowl and members of the large circle audience take their seats and begin the discussion.

Duration: about 1.5 hours

What is this format suitable for?

• As an alternative to traditional debates
• As an alternative to panel discussions
• To get the audience to participate
• To get questions on tough issues
• To avoid a boring lecture format

PechaKucha
PechaKucha or Pecha Kucha is a mode of presentation in which you must present 20 slides in 20 seconds each (6 minutes and 40 seconds total). This makes the presentation succinct, dynamic, and to the point. Format became incredibly popular around the world and is used not only in the creative sphere, in which it was born, but also suitable for various topics in the event-industry.

How to use the format
Typically, PechaKucha consists of 8-14 individual presentations. Each should have a maximum of 20 slides, each of which should be presented in a maximum of 20 seconds. PechaKucha is usually held in unusual places, such as bars, clubs, studios, universities, temples, beaches, or even caves. The time of the event is late in the evening. Usually accompanied by drinks. And while PechaKucha was invented to discuss design, architecture, photography, and art, the format is actively used for research projects, student dissertations, hobby discussions, travel itineraries, and various stories. PechaKucha is characterized by a large stage, a large screen for presentations, and a visible timer to keep track of time.

Duration: Approximately 1.5 hours.

What is this format good for?

• Alternative to traditional presentations
• Very useful for topics that people like to talk about a lot
• To maintain a more informal and fun atmosphere
• To bring people from the same field together
• To encourage networking and introductions

Open Space Technology
This format is designed to reach agreement on difficult issues. Suitable for large groups (over 2000 participants) and small groups (less than 10) Gives good results if the event takes place over 1-2 related days. The main task of the moderator is to introduce the participants to the problem and explain the peculiarities of the format. After that, participants create their own schedule and set the pace of the event.

How to use the format
This format has a fairly strict structure, although it depends on the profile of the participants and their disposition. However, no one will tell you exactly how to use Open Space technology. But the result is always guaranteed. But if you plan to use this format, make sure that you:

• Have booked a suitably sized open space
• Prepared a sufficient number of chairs and seats
• Have prepared pencils and paper for participants
• Have invited an experienced moderator

Duration: 1-2 days

Why use this format?

• When you need to discuss a complex issue, to bring all the stakeholders together in one place.
• For strategic planning: to identify goals and plan further actions.
• When there is a need to share knowledge and experience.
• When you need a group discussion of a burning issue.
• When communication between different groups of people needs to be organized
• For team building through discussion and communication.

Unconferences
The purpose of unconferences is to facilitate the exchange of experiences and knowledge. Before the main event, all participants get together and discuss their next steps in Open Space format (as described above). Therefore, as such, there is no manual for non-conferences either. All the action is created by the participants themselves. The distinguishing feature of this format is that the course of action and the schedule of the event are invented by the participants themselves, and anyone can propose their own session. There is no voting, no option to cancel or not accept any idea. All suggested sessions are taken into account. Thus, several sessions are created, and participants can move seamlessly between them.

How to use the format

• For non-conferences, all you need to do is find the right place and topic for the discussion
• Gather the panelists together, tell them about the topic, and let them come up with their own follow-up
• Each creator of a session is free to choose the location and format
• Each participant may move easily from one session to the next
• It is helpful if the session creator has a whiteboard, projector, pencils and paper.
• Participants should not be evenly distributed across sessions
• Each session should have a limited amount of time
• At the end of the non-conference, bring the participants together and offer them a number of gifts. Have everyone choose one gift for the participant who most deserved it during the sessions. Ask for arguments for their choice.

Duration: 1 day

What is this format good for?

• To make the atmosphere more informal.
• Not to spoil the results with traditional norms and knowledge, but to generate new ideas.
• To get rid of the status quo and dive into something unknown and unfamiliar

World Café.
This is a meeting format that is a structured process of communication, enriched by the knowledge of the participants. Usually people are divided into groups of 4-5 people who sit around a round table. The atmosphere is reminiscent of the spirit of a café. The meeting begins with a 20-minute discussion of a given topic. After that, one member of each table moves on to another group. The speaker of the other table greets the newcomer and tells him or her what conclusions his or her group has reached.

The participants have a series of similar conversations, and each time they bring with them the knowledge and ideas of the other groups. In this way, everyone is enriched by the insights of others. The World Café is open to large and small groups of 12 tables or more than a thousand. The format has clear principles:

• Work out the context.
• Create a welcoming environment.
• Explore issues that really mean something
• Encourage everyone’s input.
• Connect different points of view
• Listen to ideas
• Share collective discoveries

How to use the format

• Choose an informal setting for World Café
• Prepare 4-5 round tables
• Have pens, markers, paper and other stationery available to stimulate creative discussion
• Greet all participants warmly at the beginning and explain the topic and context of the discussion clearly
• Divide participants into groups and begin the first round of discussions
• Each round should last 20 minutes. After the round, the groups exchange one participant. Each one is briefly told the outcome of the previous discussion.
• After a couple of rounds, a representative from each group shares with all participants the information they received in their group.

Duration: several hours

What is this format good for?

• For participants who share a common interest or want to solve a common problem.
• For events that require a knowledge exchange between participants.
• To predict future trends in a certain context.
• To solve issues in an informal atmosphere

All meeting formats described above have great potential as they all reflect the trends of the times we are living in.

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Designate one or two curators separately for speakers. Mentors should have the names and phone numbers of all speakers and a schedule with times and locations. They meet and escort speakers to the seating area, clarify correctness of presentation, notify them of upcoming speaking times.

Curators should be uniformly dressed and differentiated from the guests. The simplest solution is identical T-shirts with a large logo. If there is no logo for the event or the organizers, make a distinctive badge with large “Organizer” lettering. The lettering should be easy to read from the other end of the largest room at the conference, and the color of the badge should be different from the color of the participants’ and speakers’ badges.

Each supervisor should be instructed in advance what to do in each situation that arises, have several alternative solutions to the problem, and know who to turn to if they cannot solve the issue themselves. Ideally, you should give each of them an instruction manual a couple of days before the conference, and have a briefing at the venue the day before the event.

Each supervisor should be familiar with the location of all areas of the venue, the event program, and know where the dressing rooms, restrooms, smoking area, and emergency exits are located.

The reception is one of the most responsible areas. The reception sets the mood of the visitors at the very beginning, and is also a reference point throughout the event. The number of people in this area is calculated according to the number of attendees. There should be enough greeters so that there is no queue at the entrance, and each guest should be given plenty of attention.

It is the task of the presenter to unite the conference into a whole event. This can be the head or leading expert of your company or an invited professional presenter of business events. This person will help to organize the flows, set the mood at the beginning of the conference, and hold the attention at the closing stage of the event.

If there are several rooms, each room should have a moderator. In fact, this person performs the role of the moderator in the hall. He announces the speakers, stimulates the discussion if there are few questions from the participants, makes sure that the discussions are constructive and do not deviate from the topic of the report. Accordingly, this person should know how to handle a microphone and have experience in public speaking.

Assign administrators to each room. Administrators greet guests, make sure there is enough room for participants, assist the moderator in the room: monitor timing, pass the microphone to guests during questions. Depending on the size of the room, designate one or two administrators.

Each hall will need a technician responsible for the quality of the technology: broadcast slides, microphones and speakers.

Good photos are needed for post-releases about the event. For reportage shooting, you will need at least one photographer for each two halls. If two to four rooms are planned in parallel, provide a photographer for each room.

Two photographers work during the gathering and during the breaks, one of whom takes staged photos in the photo area and the other takes reportage photos.

The photographer, who works in the photo zone or near the press wall, should be communicative. He not only takes pictures, but also invites people to take pictures, helps to choose a winning pose and so on.

Instruct photographers in advance, which plans must be taken. Ideally, give them a checklist. There should be shot all the speakers, general plans in the hall, in the halls, the opening, handouts, the work at the meeting of guests, all the entertainment areas. And most importantly, lots of portrait photos of guests to encourage people to share photos from the event.

Warn photographers in advance about what the lighting and wall color will be at the venue. Find out if they have the right equipment for shooting in these conditions, otherwise you risk getting dark, yellow or other poor quality photos.

It is better to give video recording to professionals. Each room has one cameraman. If you record on your own, secure a supervisor in the video area of each room. This way you will avoid camera interruptions, bad plans, and poor sound recording.

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The minimum set of carriers of firm style which you will need: a package or a folder А4, notepad, booklet А5, badge, press-wall, poster, plates, rules of registration of a site.

Keep a balance, do not go overboard with the press-walls and posters at the venue, so as not to get a parody of the Chinese street. Consider the design solution for the branding of the site in the concept of the event.

Make a branded conference-style screen saver on the monitors.

Prepare handouts for participants. Usually include a branded bag or folder that includes a notepad for notes, pen, event program, map with site navigation, advertising and souvenir products of partners or sponsors.

The number of handout sets make with reserve, in case there are more guests.

It is better to make nametags. Sometimes a colleague may come instead of a registered participant, or there may be a typo in the name or surname during registration. Allow guests to enter their own names.

On communication media, spell out the event hashtag and names on social media, so you increase the chances of publication with mentions.

When you choose a hashtag, make sure that on the day of the event it is unique yet short, duplicates the name of the event and is easy to understand by ear. It’s great if it’s in the language of most attendees.

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Create a business travel policy

If you don’t already have a clear written travel policy, creating one is your first step toward creating a business travel budget. The idea is not to limit employees to a rigid set of rules. A travel policy should help you prepare for unpredictable events and provide consistency for your business travelers. A clear set of travel policies will prevent confusion and budget overruns.

A few tips on what to include in your business travel policy:

How far in advance should travel be booked? The earlier, the better, as you can take advantage of lower flight rates as well as discounts on early reservations for a conference or trade show.

What vendors to work with? Hold a tender to select a business travel provider to take advantage of lower prices and all the benefits of working with a major business travel operator. Financial and time savings, special rates for accommodation in hotels in Ukraine and abroad, safety of your employees, convenient form of cooperation – not the whole list of advantages.

What is included in the per diem of a traveler? Food, of course. And what about alcohol? Morning coffee? Entertainment for potential clients? Shared trips?

What purchases are non-refundable? Dry cleaning? Parking tickets? Make a clear list of approved and unapproved purchases to ensure consistency in reimbursement.

How are expense reports filed? How long do travelers have to file expense reports? When will they be reimbursed?

If you have a clear travel policy, you’ll have an easier time identifying deviations from it and determining what your budget is leaking on. You’ll also be able to do your job more efficiently.

Look at your calendar of upcoming business trips

The easiest travel is annual events. Are there any conferences, trade shows, trainings or shareholder meetings that you send people to each year? Start by planning them.

You can also find out if management is planning business trips around the country or overseas. Perhaps one of the bosses is planning to send the entire sales department to a special training seminar. Make sure you know about all the possible business trips your management or employees may be taking.

Try to establish how much each of these trips will cost per person. Look at past data to see how much the conference cost last year. Also, be sure to find out what else is going on in town that week. If your annual expo coincides with a big music festival, airfare and hotel prices may be inflated. You also need to anticipate this.

Of course, planning trips that you know about is the easy part. How do you plan trips with information you don’t already know about?

Look at past travel expenses

To understand how much travel is spontaneous rather than pre-planned, take a look at last year’s data. How much of what was spent last year was spent on regular conferences and trade shows? How many were business trips and unforeseen travel?

Try dividing last year’s travel expenses into segments. Maybe it was 30% planned events and training, 40% travel, and 30% last-minute travel. Since you’ve already estimated these “planned trips,” you can use last year’s breakdown to try to project the total budget for this year.

As part of your travel policy, you should have an affordable way to view your travel expense data. Use this information to dig deeper and establish a base cost per person for different types of travel. Conferences, client meetings, and business trips can all have different costs.

Consider future goals.

Analyzing past travel data is a great way to get closer to a reasonable figure, but just because the company spent X on travel last year doesn’t mean you want to spend X this year.

If the team is making a concerted effort to open a lot of new business in the first quarter, you may need to increase the share of sales in your budget. Do you need to increase your entire budget in such a case?

Make sure you have a clear idea of company goals to consider before proposing a final budget to management.

Control travel expenses

A budget is great, but it’s not so great if you only review it in the first half of the year. As a travel manager, you need to control your expenses. This can often mean you have to negotiate with the rest of your team.

Manager A wants to send his top salesman to Dubai for a big, expensive conference that could lead to a big contract. But manager B wants to send three new members of the department to another city for training. Management is considering both trips, but there’s only room in the budget for one.

Faced with your budget constraints, it may be possible to postpone the training until next quarter. If things go well, maybe management will decide that both trips are important enough and sign off on the additional expenses. Either way, you’ll know you’ve done everything you can to protect your budget.

Negotiate a contingency budget

If your company allows it, try to allow for a small contingency budget. This will only be for urgent trips that cannot be avoided. This doesn’t mean allowing employees to overspend or allowing you to mismanage your expenses. It is a separate line item set aside specifically for emergencies.

It may seem like a lot of work at first, but if you have a solid budget for business travel, it will make the rest of your year much more relaxed. You can use it as a guide to give helpful guidance to the rest of your team when setting priorities and goals for the company’s future.

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