Organising a business conference isn’t a walk in the park – it’s a 1000-piece puzzle where every piece needs to fit together almost perfectly, of the puzzle won’t be any good. But, don’t worry; we won’t hang you out to dry. Our experts have compiled a list of tips and tricks that should help you compile your puzzle just right. Have a look at our x things you’ll need to take care of to organize a successful conference.
Finding the Audience
When making your event, the first thing you need is to find your audience. This is the centrepiece of your puzzle, the very reason you’re organising your event. Knowing your target audience will determine everything, from the place in which your event will take place, to the number of speakers and their expertise. Not only that, but it will set the stage for your marketing campaign, as you’ll need to make yourself known and heard if you’re hoping no actually have a full house and avoid spending all that money so you can hang out with your support staff.
Form Your Battle Plan
And as any good battle plan, you’ll need to think of your strategy and your individual tactics. In the strategic stage, you’ll need to think of long-term goals – what is the main objective of your conference, what are you trying to achieve with it in the long run? Having a clear answer to this question, you’ll be able to fully grasp and execute your vision of the upcoming event to its full potential.
As far as individual tactics go, having a clear vision will be instrumental in allocating your resources. This includes your budget, your venue, equipment, staff, and, pretty much everything you need to organise a successful event. Naturally, you’ll be constrained by your budget, so you’ll need to work within, but if you’re smart and ask the right questions, you might just be able to find a few concessions that will reduce the strain on your budget and prevent you from breaking your bank.
Size Is Everything
Knowing the size of your conference will be crucial to any moves you make and any planning you do. Make sure you’re well aware of the potential number of people attending your conference, as you’ll need appropriate facilities to house and entertain such a number, as well as invite an appropriate number of speakers. This will also determine the size of your venue, the number of staff, and the location of your conference.
Pick Your Battlefield
Now that you’ve got your battle plan in order, and you’ve assessed the enemy numbers, it’s time to pick your battlefield. By this, we mean that you’ll need to choose a venue that will suit your needs. Venue size and location will be directly influenced by the number of attendees, but also by the length of your conference. You will need to choose a place that is easily accessible, has enough facilities to satisfy your needs and has access to recreational facilities if you’re planning a multi-day event.
In order to find a good venue, the best way is to ask for references. Ask those in your field with experience in organising such events, as they’ll be able to point you in the right direction. Also talk to the venues themselves, as they are sure to have experience with events like yours, and will, hopefully, be able to tell you outright if their venue is the proper size and has the proper facilities to house your conference. Venues also are open to negotiations when it comes to price – all the more reason to talk to your future venue.
Bringing Them In
One of the things you need to pay special attention to is how you’ll deliver your speakers to your audience. By this, we concretely mean how you will bring in your speakers and key persons. Considering the place for your venue and where your speakers are coming from, you might need to invest in a corporate aircraft charter to fly in your key persons if you’re bringing them overseas or from across the country. Arrange a cab or a personal driver to come pick them up once they land, and a hotel for them to stay in if they’re expected to stay a few days. Arranging proper transportation of your key persons will make them feel valued and respected, and they’ll have a feeling of responsibility to deliver an excellent performance for all the time and thought you put into their accommodations.
Time Is of the Essence
Quite literally so! Having a good timetable is of prime importance, as it will give your audience time to absorb the new information, but also keep them engaged in any events you may have planned. As for your staff, properly planned schedules will allow them to make any adjustments for the upcoming presentations, and your speakers will have time to prepare before their speeches. All in all, if you can manage a good timetable, you’ll be left with a smooth-running operation with plenty of room to adjust to arising situations on the fly.
And, with that, we’ll finish our little guide to your perfect business conference. Follow these six and tricks, and we guarantee you’ll have an easy time organising an event they’ll be talking about for years to come. Other than that, all that’s left to say is keep smart and happy planning!