How to run the perfect conference
by Natasha Christou Digital Marketing ConsultantOne great way to put
your company on the corporate map is to have a conference event that makes a
statement. When it comes to planning a notable event it’s important to remember
what kind of experience you want your guests to have, whether you’re a startup
or a highly developed company.
To make sure you
impress your attendees, we’ve teamed up with Wyboston Lakes, a conference centre in Milton Keynes, to create this guide:
Collaboration
The initiative of
going alone is great if you’re a sizeable company with the means to do so, but
don’t forget about the power of collaboration. One of the main focuses of
conference events is bringing people together from the same or similar
industries under roof to discuss trends, exchange business cards, and set up
working relationships. Two hosts mean twice the brainpower, which could result
in reaching out to a wider range of key influencers within a sector.
A theme
Setting a memorable theme
is paramount to achieving a more focused approach. If the theme is ‘grow’, for
example, this may encourage many more smaller businesses to join. This could
mean lots of new faces, which is an excellent way to encourage conversations.
You can have a bit of
fun with the wording of the theme too — you want to aim for something that’s
relatable and resonates emotionally with the reader. In short, something
catchy! Themes that are too ‘corporate’ may not go down as strongly.
Bear in mind that
social media also plays an important part in the run up, during, and after the
conference, as hosts and guests will be sharing news and information there. It
is essential therefore to take advantage of any hashtags and utilize them as
part of your theme throughout.
Location
The venue location is
as important as anything else within it. Consider the potential size of your
event and compare this with the size of the venue. Booking a stadium for a
handful of guests probably isn’t going to go down well with your finance team,
for example.
Accessibility is
another important aspect— is it near train stations, airports, or any main
motorways? If many are arriving by car then plenty parking is a small factor
that goes a long way, keep it professionally thought out and not sloppy.
Picking a secluded
area of the building is important also for the guests to feel they have privacy
away from the main areas to allow them to focus more on the on the conference
itself.
Make sure the
conference venue has all the facilities you need. Plenty seating, smaller rooms
for breakout sessions, and modern technical aspects such as video equipment,
projectors and suitable audio are all essentials if you’re planning on
delivering a seminar or require a PowerPoint to go alongside a speaking slot.
Eco-friendly
Businesses, no matter
how big or small, have a duty to the environment. With more attention than ever
on ‘going green’, it’s vital for your event and your brand to maintain an
eco-friendly image. Being ecological should be one of the underlying factors of
your event, making sure wherever possible the green alternative is being
deployed rather than using too much plastic.
Catering
It’s important to have
a selection of refreshments on offer, no matter the size of the event,. A few
pastries and hot drinks are suitable for smaller events, whereas larger events
would require pre-paid catering companies to provide a larger range of options.
Make sure that your catering options include some alternative offerings too,
such as gluten or dairy-free.
Speakers
People like leaving a
conference event feeling like they have learned something new, something they
can take home with them that they did not arrive. So, take advantage of your
connections and include some influential speakers that you know will create an
atmosphere and deliver some useful tips for all businesses.
Agenda
Setting up and
arranging an itinerary prior is a no-brainer if you want to guarantee the event
runs smoothly. Planning activities that have the guests engage with each other
is always a positive way to break ice, as well as allowing plenty of time for
refreshments if it runs throughout the day.
Try not to overdo it
though, planning everything to the smallest detail can make it seem not
natural, keep it organized but let the networking parts guide themselves,
allowing some flexibility over the course of the day of hours that it runs for.
These are just a few
of the aspects to consider when planning the perfect conference. By following
the tips above, you’ll be sure to have all areas covered!
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Created on Jan 15th 2020 05:10. Viewed 269 times.