Working for over a year on a conference is a real investment of time and often personal passion and talent. There is a build-up of anticipation as the event draws near and, hopefully, a great celebration of success as it nears the end.
But the end of the event is not the end of the road for the event planner or conference organizer. Some of the most important parts of a successful event come after it is over.
Of course there are the bills! We all want to close out the financial aspects of the conference as soon as possible - it can be done in as few as 2-3 months with focus but should not take longer than 6 months. If there was good planning beforehand, it is achievable.
All the account information and billing instructions should be confirmed before the start of the event. Only authorized signers and budgeted items should make their way onto the bill. Bills should be reviewed on site if possible, at the end of each day. Any errors can be worked out right away. If you need help, don't procrastinate, reach out for support, MCE is here to help!
After the event it is also time to write thank you notes to key vendors, volunteers, speakers and sponsors. Your recommendation or praise may help them with their goals. You may want to engage with them in the future. It is always good to recognize the hard work of your team. Use this time to point them towards a next step - perhaps taking an active role in next year's' conference?
The conference organizer can play a critical role in the hand-off of a conference to the next year's organizer, can transmit feedback and make helpful suggestions. Sharing data and learnings is very important and helpful.
When all's said and done and the program is closed and everyone's focus is on the next event, sit back and relax, you have earned it!
Marie Hunter
Senior Director
IEEE Meetings, Conferences & Events (MCE)
