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May
13
2010
Vacationers Guide to Conference Planning Maranda Gibson

When heading out the door for vacations, you have a very specific plan in mind when it comes to how to approach the trip. Where are we going? What are we doing when we get there? My mother planned every aspect of our road trips down to a “T” and I learned the guide to a great road trip. Most of us have a plan for things that are fun and if we could just apply that same dedication to our business, we might find that much of our daily stress will be gone.

Here's how my mama’s vacation planning guide can help you plan your next conference call:

1. Make a list to keep from forgetting anything. If you are an organization nerd like me, then you know that a packing list is one of the most important things you have for your trip, especially when traveling with kids. It serves as a “to-do” list for your upcoming trip. You should have the same approach to planning your conference. Can your provider handle the capacity needed? Do you need to schedule the call with them? Making a to-do list leading up to your conference will ensure that things work smoothly. We have a number of free eBooks available that can help you plan your conference and how to leverage conference calls to your advantage.

2. Get your business done before you lock the door. When we got buckled in, my brother and I both knew that we were not going to get to make a stop for at least two hours. So before we left the house, we were sure to have our bellies full and have used the restroom. Before a conference call, you should make sure that you’ve done these as well. When you’re body is happy, you’ll be able to pay attention and no one will be able to hear your stomach growling over the speaker phone.

3. Have a map – not just a GPS. GPS is a great tool until you’ve ventured off the beaten path enough where you don’t have the right map for your location. You know you’re on a road, but GPS doesn’t think that road exists. One second you know just where you are and then next, you’re completely lost. This is why you should always travel with an atlas. When you’re hosting a web conference, you should provide your participants with the hard copies for the presentation as well. If someone doesn’t have computer access or (horror of horrors) your power goes out or your internet dies in the middle of the presentation, you can keep right on going.

4. Keep the kiddos entertained. The greatest invention ever for a road trip family? The back seat DVD player. I remember traveling without those and peppering my parents with an endless stream of are we there yet? The last thing you want as a presenter is for participants to be thinking are you done yet? Be sure that while covering the topics and being knowledgeable, you are also entertaining. Remember that you have two minutes to get the audience’s attention at the beginning and after that, you might never get them to pay attention.

5. Be sure to make stops along the way. Growing up, we were adept at taking really long road trips and my parents always made sure to plan about an hour long stop somewhere, so my brother and I could get out of the car and run around. While we were great travelers, we were also kids, and we still needed to stretch our legs and play. While your participants are still business people, they are also human and will want to get up and stretch their legs. Pad conferences that will last longer than an hour with a short break in the middle.

By applying the same rules to setting up a conference call that you would to hitting the road with the kiddos in tow, you can make things a little easier. Remember that, unfortunately, most people don’t look forward to conferences, much like small children who dread the backseat of the car. All they need is a little bit of entertainment and they will stay nice and happy. That’s my plan, what’s yours?

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