There are a ton of things to consider when planning a conference. Believe it or not, one of the considerations that can give you the biggest headache is “What time?”. Here are three things to take into consideration when setting your conference time.
Be advised. Always alert participants that the time zones listed on the meeting invitation may not reflect their time zone. Be sure to note on the invitation what time zone you’re listing things in. For example, our company is in central time, so anytime you hear us refer to times, it would be CST. We note all the major US time zones on invitations and agreements, so hopefully; we can help keep things clear.
Special Considerations. When the US goes on Daylight Savings Time, everyone skips ahead an hour – except for the state of Arizona. As confusing as it can be for you, I’ve actually found it is pretty confusing for them too. When DST is in effect, it’s a good idea to note your invitation that the times reflect daylight savings.
International Participants. When setting up your meetings, remember when dealing with international participants they can sometimes be up to a day ahead of you currently time wise.
Knowing who is invited to your conference and where they are located makes the planning process smoother as well as helping things move along well. Being well prepared will help relieve your stress and make things go a little smoother so that you can focus on the reason why everyone is together.
Besides time zones, what are some other things to consider when planning a conference?