My company hosted a huge conference for local HVAC technicians.
I was in charge of many of the details for that day.
I chose to hire an event coordinator to help me with that task. We expected about 125 different HVAC technicians for the conference and daily seminars. We contacted three local hotels and got bids for their conference rooms and amenities. When we decided on a vendor, the event coordinator took over from there. I didn’t have to worry about much of the details. I got a daily email from the event coordinator describing the progress and things that still needed to be done. On the day of the event, we had twice as many HVAC technicians as we expected. Many of the technicians did not RSVP. We did not want to turn anyone away. I immediately contacted the event coordinator and discussed the details. I explained the situation and she had an alternative plan right away. We decided to move the afternoon conference classes to a different hotel and we offered shuttle services back and forth to both places. We had plenty of room for everyone and we didn’t have to cancel any of the guest speakers. Having two separate places for the classes turned out to be a great idea. It’s probably something we will do in the future going forward. It allowed us to cover more information in the same time period. The seminar and conference on green energy solutions in the workplace was a huge success. We had a lot of interest in geothermal and solar energy options. Next year will be even better.