Rough planning

Association Meetings

How to Plan an International Association Convention

Fundamentally, you need to research and specify the following issues in advance of the convention:

1. Creation of convention profile

• Topic, objectives
• Duration of convention and exhibition (inc. days for installation and dismantling)
• Dates – should not overlap with other industry meetings and local events, e.g. fairs
• Organisational responsibilities within the international and national association
• Programme design (schedule, evening events, pre- and post-convention tours, etc.)
• Number of abstracts
• Invited speakers
• Space requirements (number of meeting rooms, space required for exhibitions, etc.)
• Technical requirements for the convention
• Infrastructural requirements for the venue
• Preselection of possible regions or locations in line with the convention profile

2. Creation of attendance profile

• Composition of attendees – target groups
• Attendee countries (visa formalities)
• Planned attendance figure
• Escorts

3. Creation of convention budget

• List of costs
• Who pays for what?
• Proceeds (from attendance fees, exhibition, sponsors)
• Investigate other finance options, e. g. funding programmes of foundations and companies, public assistance
• Clarify fiscal and legal questions

4. Distribution of tasks inside association

• Specify which task the international committee and which tasks the national committee should be responsible for
• Appoint a scientific committee
• Specify which tasks can be done in-house by the association and which tasks should be entrusted to a professional congress agency

5. Co-operation with entire industry

The industry should back the convention as a partner and offer support. This is the only way to guarantee a successful event.