Thursday, March 14, 2019

Conference Preparations

Things have been a bit quiet on the blog for over a month for many reasons. Some of you may know this already, but my sister is VERY close to her due date, and as of this writing is still "great with child." I've visited my hometown already to check in (thinking there would be a baby already), but alas no nephew. Hopefully he'll be right on time, but if not I may be checking my phone a lot during the conference for updates.

In the meantime, I'm going to share with you some of the prepwork that goes into making a conference happen, especially in the weeks leading up to it. We've certainly improved the process over the past few years, but everyone knows we're hustling to make things happen the closer the date comes!


1. Communicating with speakers, vendors, site staff, conference attendees

This is the time we really make sure everyone is on the same page. I'm messaging or calling the speakers/presenters, emailing vendors, and meeting with site staff to ensure no one has their wires crossed. A week or two before I also send out an email to everyone attending, just in case there are last minute questions. We're at a new site this year, so I'm expecting some!

2. Setting up spaces

Chairs here. Tables there. We need a table at the front to greet people, a few over in this spot to serve food and snacks. Where is the best place to put drinks so they don't make a mess? Don't forget signs to let people know where it is okay to eat, or where the workshops are held. And bathrooms. Can't forget those!

Giving people proper direction onsite helps GREATLY when trying to preserve and protect. For example, we are letting people know that our originals museum has wonderful items that should not be touched because items may be degraded. Instead, find a conference staff person, and we'll gladly jump in to show/help. Because I like when people look at my stuff :)

3. Preparing food

This year we're doing food differently. Snacks and drinks will be available throughout the weekend, strategically placed around the buildings. Meal times will be more flexible too, accommodating different seminar and workshop times.

Food is a big deal for me. I eat at very specific times every day because I am a teacher; I can wolf down an entire meal in 25 minutes, but I prefer to eat while I work. Prep time now means checking the foods we have, evaluating any allergies, and making sure we have enough drinks for the weekend. Also, gathering serving supplies and putting garbage cans in appropriate places.

4. Managing the online presence

The week before the conference, I often find myself barraged with a ton of questions. I totally get it; plans are starting to fall into place. Maybe someone needs to know more about the hotel. Perhaps I didn't word something right on the website. It's important to be fast because it can help alleviate any anxieties someone may have about attending.

It's also important to keep posting to remind people about the registration deadline. I'm guilty of waiting until the last minute to register as well. Sometimes a well-placed poster on Facebook or a quick message can be the necessary reminder.

5. Hoping for the best, preparing for the worst

What happens if it snows?
Well, the weather looks pretty good, but I'm keeping some salt in my car, and will locate a shovel. Early morning for me if need be?

What if a speaker can't make it?
We have a backup presentation on a flash drive. Just in case...

What if there is a power outage?
Let's locate that generator.

Even the best plans fall apart for one reason or another. It feels good to think of the worst case scenario, and think of Plan B, C, and D.

6. Taking a deep breath, getting my nails done, and relaxing

It's easy to get overwhelmed. That's why I plan for specific, relaxing activities before and after the conference. I had my nails done this weekend. I'll go to the gym once or twice to get out any energy. On Sunday my fiance and I will take the dog to a nearby park.

We do a TON of work to make this happen. In years past I've not taken care of myself, and the results were disastrous. Stress can take a toll on your personal health. So yes I'll take that massage. And all of the puppy/kitten snuggles required.

In Conclusion
While I know the majority of people reading this blog aren't planning a conference, feel free to take this advice for other types of events. Maybe you coordinate a civilian activity at the next reenactment, or are planning a party. Whatever your situation, do make sure you take care of yourself. Burnout is a very real thing, and often pushes people out of some of their favorite hobbies.

So hopefully we see you at The Citizen's Forum of the 1860s, March 22-24 at The Wolcott Heritage Center Complex in Maumee, Ohio. Registration will close tomorrow, March 15th at the end of the day.
If you interested, Click Here to Register.

Conference game on, friends!

~Kristen

1 comment:

  1. Nice post, and yes taking care of yourself is so important. Often I forget to do the same and always pay for it ( you would think one would learn.. . ) I dont organize a conference but I do manage a blueberry farm so I know all about having back up plans! Have a great conference!
    Jennie from theuglydame.blogspot.com

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