The logistics of the event is not only providing participants with chairs on transport and hotel rooms. Delivery and installation of equipment and decorations, storage and distribution of handouts, maintenance of technical personnel, dismantling of structures and garbage collection are all logistics issues of the event.
Ideally, the event should be held where the majority of participants live. Transporting them over long distances increases not only the budget, but also the carbon footprint. However, the place of residence does not always have the infrastructure necessary for holding a major conference.
Recommendations
Delivery of participants
If an off-site event cannot be avoided, try to minimize traffic flows. There are various possibilities for this, for example, you can use direct flights from the place of residence of the main number of participants to the venue.
Cargo delivery
If the chosen destination has a developed infrastructure, you will not need to carry equipment and decorations over long distances. Otherwise, a party in an exotic place may result in the need to carry tons of props, dozens of service personnel and spend precious budgets and energy resources on it.
Give-Away's
Uniforms, souvenirs, printed materials - all this can be produced on the spot, so as not to waste money and fuel on delivery. Of course, this requires experience working with local contractors, as well as their presence at the selected point. You can also negotiate with them about the collection and processing of unused or collected materials after the event.
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