Mystical Events Total Event and Meeting Planning with Entertainment

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We begin to plan your Conference by asking a few questions which should lay the groundwork for organizing your event.

When Is Your Conference Being Held?
Most organizations attempt to hold their Annual Conference during the same week each year. This helps with planning in many areas, for yourself as well as your Attendees.

The local culture and weather conditions should also be considered when making plans and arrangements, as your Attendees and Local Partners may be affected by them.

Where Is Your Conference Being Held?
If your previous Conference Site, Accommodations, and Travel Services were perfect, don't change a thing. If however, your last Conference was not perfect, now is the time to take total control of your next Conference.

How Many Attendees Are You Expecting?
Your Conference Site should be large enough to hold all of your Attendees, be prepared for Workshops and Seminars, and provide a comfortable Break Area. Staging Areas and Exhibit Rooms should also be available to meet any of your needs.

The Conference Site should be within walking distance, or a short shuttle ride, of the Accommodations. This way your Attendees are comfortable when they arrive, and ready to begin their day with full interest.

What Are The Accommodations & Travel Plans?
The optimum, of course, is to hold the Conference at the same location as your Attendees' Accommodations. If that is not possible, shuttle services are available.

As to Travel, with a minimum number of passengers, you may be able to receive discounts for your guests. It is always nice to be able to offer your Attendees a special rate on the hotel and travel combination.

Are The Attendees Bringing Spouses?
Spousal Arrangements, City Tours and Special Festivities are easy to design, and will help the Attendees to be more comfortable in focusing on your actual Conference.

Casino Lunches, Musical Concerts, Island Tours and Day Spa Specials are just a few options you can offer your Attendees' Spouses while the Conference is in session.

Will You Have A Welcoming Ceremony?
Cocktails, Dinner or a Banquet is a nice way to welcome your Attendees, and can be a fun and informative method of beginning your Conference. Consider this to be the time for Awards and Special Recognitions of the past year.

If your Conference Site is at a separate location, consider having your Welcoming Ceremony at the Attendees' Accommodations Site.

What Is Your Conference Theme?
Your Conference Theme should represent an Empowering Organizational Concept, such as: "Building a Better Tomorrow with Today's Tools".

This Theme could be carried out with a Keynote Speaker opening with "Changes To Achieve Success", followed by Team Building and Leadership Workshops, Technological and Industry Foundation Seminars, and a Capstone Speaker wrapping up with a Recap of all Workshop and Seminar Lessons. These could be followed up with an Exhibit Room in which to meet potential future partners.

What Are Your Goals?
All of your Agendas, Workshops, Seminars and Speakers should reflect your Conference Theme, while being fun and informative for everyone who is attending. Consider the methods you would most like to utilize to accomplish these goals.

Remember to include the Conference Agenda and Spousal Plan Suggestions with the Pre-Registration mail-out packets, so that your guests can structure their private schedules.

Who Are Your Speakers?
Opening Speakers kick-off a Conference by awakening the Attendees, raising their energy levels, and perking their interest for the day ahead.

The Keynote Speaker should cover all pertinent information and be informative, while creatively offering inspiration and insight.

The Capstone Speaker should close your Conference with reminders of the recent lessons learned, prompt the focus of your organizational goals, and inspire the Attendees to establish their newly acquired skills into practice in their every day lives.

Magic, Juggling and Humour can add a special touch of fun while emphasizing an important concept. Our Entertaining Speakers focus on Coping with Change, Discovering Your Magic, Juggling For Success, Leadership Skills, Team Building, Time Management, and more.

Who Are Your Instructors?
Workshops and Seminars should be conducted by those with expertise in your field or industry.

All of your Instructors should be informative, interesting and easy to understand.

Are You Offering Class Credits or Diplomas?
Class Credits and Graduation Certificates are not only proof of the lessons learned, but can also be nice souvenirs of a superb Conference.

What Is Your Budget?
This question sets the tone for your entire Conference. Location and Accommodation Sites, Welcoming and Award Ceremonies, Catering, Keynote and Capstone Speakers, Handouts, Take-Aways, Awards and all other Special Event activities are marked by how much money you can spend.

By utilizing our local Alliance Partners as sources, we will help you to find the best Conference and Accommodation Sites, Transportation and Caterers, and plan the ideal Island Tours and Outings for your Attendees and their Spouses.

If this is also a Trade Show which invites Exhibitors:
What Is Your Trade Show Budget?
This question allows you to delegate needed money towards Design, Catering, Outside Promotion and other Trade Show needs.

Will There Be An Exhibit Room?
Vendors, Suppliers, and those indirectly involved in your field of experience will welcome the opportunity to reach out to your Attendees with information about their products and services.

When creating the design of the Exhibit Room, it is important to assure that each Exhibit Booth is easily available to the Attendees, so that all of the Exhibitors might be visited.

Will You Have An Exhibit Booth?
This is a perfect opportunity to reach many Attendees with your products and service information.

Now that you have answered the preliminary questions and designed your Conference according to your needs, contact Mystical Events by email: services@mysticalevents.com or call us at (808) 924-6972, so that we can help you create Your Perfect Conference.

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