Planning a successful event takes preparation. This guide will walk you through everything you need to know about booking facilitators for your next event. This streamlined process guide equips you to book facilitators for your next event.
Pre-Booking Essentials:
Event Summary: Briefly describe your program, industry, target audience, and event type (workshop, conference).
Resource Assessment: Determine the number of facilitators, process support staff, and (if needed) technical producers required. Regis recommends a technical producer for events exceeding 20 attendees, especially with significant technological integration.
Budgeting: Consider event type, audience size, and facilitator experience when crafting your budget.
Information Gathering:
Compile a document outlining:
Program Details: Briefly explain the event's focus, industry, and target audience.
Resource Needs: Specify the number of facilitators, support staff, and (if applicable) technical producers.
Financial Considerations: Determine the pay rate for each facilitator role.
Logistics: Confirm date, time zone, duration (including training sessions), and location details (city, hotel, venue).
Role Specifics: Outline the responsibilities for each facilitator role.
Special Requests: Indicate any special requirements, such as a high level of business acumen for an executive audience.
Training & Travel: Communicate required training dates and factor in travel costs (flights, accommodation, meals). Consider business class requests and potential additional costs.
Meetings & Training Dates: Provide details on all training sessions and client meetings.
Booking and Confirmation:
Shared Information: Distribute the compiled document for review and agreement by all parties involved.
Point of Contact: Assign a point of contact (POC) for each role to ensure clear communication and updates.
Travel & Accommodation: Book flights and hotels well in advance for optimal rates (ideally 2 months). Consider incognito mode and flexible booking options. Aim for facilitator arrival the night before the event.
Agreements & Contracts: Finalize signed agreements for each role, outlining responsibilities and payment terms.
Additional Tips:
Clear Role Descriptions: Provide detailed descriptions for each facilitator role, encompassing pre-event, event day, and post-event responsibilities.
Testing: If your event involves a simulation, plan for testing the night before at the event space.
Technical Support: Obtain contact information for your client's IT team. Ensure they whitelist necessary URLs and have backup equipment on site.
Communication is Key: Maintain consistent communication with all parties regarding schedules, logistics, and any changes.
This guide is Version 1, published on 5.31.24 by Jennifer Crowley.
Note: Information regarding IT team specifics and whitelist instructions have been removed for brevity and potential client confidentiality concerns.
