Team PR

The conference organization presented various challenges. With Yanthe, Dylan, Jonas as leads, and Robin supporting as treasurer, we formed the PR team. Our responsibilities ranged from securing a venue and sponsorships to handling catering, speakers, goodie bags, and the floorplan.

To efficiently distribute tasks, we decided to assign Yanthe and Dylan the responsibility for the venue, while Jonas and I focused on attracting sponsors. Despite the initial assumption that the research team would handle speakers, this task was later delegated to the PR team after discussion.

I am of the opinion that the five of us formed an excellent team. We supported each other where necessary, and together, we smoothly managed all aspects of the conference. I am very proud of our team!

The decision to hold the conference externally, for a more professional image, faced obstacles in finding a suitable venue. Financial constraints ultimately led us to choose HVA, which was somewhat disappointing for some. The lack of certainty regarding the venue, however, complicated speaker and sponsor recruitment, serving as a significant learning experience for future planning.

An unexpected complication arose when we were obligated to use Cirfood, HVA's caterer. The costs were initially shocking, and after negotiations, we reached a compromise. This underscored the importance of thorough research into venue obligations.

When considering potential improvements for the future, exploring HVA's guarantee to prevent deficits would be advisable. Despite some challenges, I am content with our final choices and believe this process has provided valuable insights for future events. More details on sponsors, speakers, and goodies can be found under 'my tasks.'

These experiences have taught me the importance of thorough research in decision-making, especially when selecting a venue where unexpected obligations, like mandatory catering, can arise. Clear communication within the team is also crucial. Discussions and reconsideration of assigned tasks demonstrate the value of open communication and flexibility in a team setting.

Financial management and realistic budgeting are essential. This directly impacts decisions related to venues, catering, and other expenses. The importance of setting realistic deadlines and maintaining a tight schedule is crucial, as waiting for an ideal venue can affect overall planning and event success.

Considering possible risks and having alternative plans is crucial. In this case, seeking a guarantee from HVA could have been a solution to the sponsorship shortfall. Sometimes decisions are based on necessity rather than ideal conditions. Choosing HVA, though initially undesirable, can be seen as a practical choice.

Finally, this experience emphasizes the importance of professional networking. Building and maintaining professional relationships are invaluable. A good network can aid in finding solutions, attracting sponsors, and securing speakers.

I see these lessons as valuable for my future career, especially in project management and teamwork. Through these experiences, I have further developed professionally, realizing the need for flexibility and always having a plan B.