Delegate, Focus, and GROW Your Business

Conferences, Events, Presentations…Oh My!

Does the thought of planning for a conference or event or even just a short presentation truly frighten you? You don’t need to let the prospect of preparing for such things paralyze you into inaction. Your virtual assistant can be the Rolaids and relieve you of this stress!

So you have an upcoming conference or event. The first thing you need to do is contact your virtual assistant and let her know what is in the works. If you don’t have any concrete ideas of what you want, then begin with a brainstorming session. Once you have some cohesive thoughts on paper, then establish a timeline of when you need each item completed. Be sure and establish a budget if necessary.

Now that you have your framework in place, your virtual assistant can go to work on the details.

1. Do you need a venue? If so, your virtual assistant can begin making calls to find one that meets your specifications on the desired date. If it’s to be held at a hotel, then your virtual assistant can request a block of rooms for your out-of-town guests as well and arrange for any special Audio/Visual equipment that is needed along with any internet service for presentations.

2. Contacting guest speakers: Provide your virtual assistant with a list of those people you would like to invite as guest speakers and she can make any travel arrangements that are necessary and check the availability of flights and transportation.

3. Preparing visual materials. Will you be distributing brochures or packets of any type? Your virtual assistant can contact the necessary designers and get quotes on design and printing.

4. Gifts. Do you want to have a “take home” item for attendees? Have your virtual assistant get quotes for goodies such as water bottles, pens, eco-friendly cloth bags, etc.

5. Contacting Sponsors. Are you looking for sponsors or are you allowing for advertising for your event? Again, let your virtual assistant be your point of contact for potential sponsors/advertisers.

6. Press Release. Perhaps most importantly, have your virtual assistant prepare a press release for both local media and online.

These are just a few ideas to get you warmed up to the idea of having your virtual assistant put things in motion for your big event/presentation/conference! If you are unsure as to whether something can be done by your virtual assistant, don’t be hesitant to ask. Your virtual assistant can attend to all of the details to ensure that your event goes off without a hitch!

Posted on October 7th, 2010 by Team CVA

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