”Oh by the way, I’m attending a conference this weekend”. Words which once were an excuse for an excess of free food, booze and snoozing at the back, or simply an alibi for an affair. But the game has most certainly changed.
Conferences now are slick machines, providing a space to get inspired, educated and involved, as well as presenting an opportunity for networking and self-promotion in equal, highly effective measure.
In the contemporary corporate world, conferences play an indispensable role in fostering collective intelligence, encouraging professional growth, and driving business development. Yet, behind every successful conference lies the sheer hard work, meticulous planning, and astute organisational abilities of its orchestrators.
If you’ve been given the responsibility to organise a conference, you might find it daunting initially. You needn’t feel this way; with the right foundations laid, your event can be a huge success. But what ingredients do all smoothly run, truly useful conferences share? These; our 10 essential tips for organising a successful, modern day conference.
Define Your Objectives
Before you embark on the journey of conference planning, it is critical to establish clear objectives. Are you aiming to introduce new ideas, promote networking, or achieve a specific business target? Once the goals are well-defined, each aspect of the conference can be tailored to support these overarching objectives.
Avoid Overcrowding
You’ve knocked over a stranger’s champagne. Sweat is becoming visible on your brow. The smell of your hygiene suspicious colleague is noticeable. Someone sneezes on your neck. Yep, many an otherwise faultless event has been rendered a failure by the issue of overcrowding. At a conference, where the environment and personnel are often unfamiliar, people need space to breathe, think and consider the occasion’s subject matter. A lack of elbow room puts a huge dampener on the potential for ideas to percolate.
You need to consider the nature of the activities at the event, too. Some events require attendees to move around, network, ice break and the like. We’re sure you get the picture by now; a sizeable venue is essential to the smooth running of a conference.
Get Engaging Speakers
While in the past a conference was a good excuse for a knees up on the company’s credit card, these days most conference attendees will be there because of the speakers. People love to be inspired, and personal and professional development is much valued. They want someone who will keep them engaged and offer them new insights into the subject. Time is money, and if the headline act doesn’t raise the pulse, people will feel theirs has been wasted.
Ideally, the speakers will have diverse appeal and come from a range of backgrounds and experience levels, as well as injecting a little humour into things if appropriate. Although obviously, no David Brent style gags are welcome here.
Curate Relevant Content Beyond The Headline Acts
Speakers are only one element of modern day conferences, of course. Interesting, dynamic, and relevant content is an integral part of the most successful industry events. Think about panel discussions, workshops, keynote speeches, and breakout sessions that will engage your audience and cultivate meaningful dialogue. Don’t forget the power of storytelling!
Leverage Technology (But Don’t Neglect Traditional Tools!)
As the guys at Above Line, an exhibition stand contractor in Birmingham, so meaningfully point out, the art of face-to-face communication, embodied in the old school, time-honoured practice of manning stands and displays, serves to establish trust and build lasting relationships, fostering valuable networking opportunities that could potentially impact business growth.
In the digital age, technology is a crucial player in modern conferences. Incorporating features like online ticketing, live streaming, digital signage, and interactive apps can enhance attendee experience, boost participation, and streamline administrative tasks.
That said, and whilst technological advancements have undoubtedly transformed the landscape of modern conferences, the significance of traditional tools like one-on-one networking and exhibition stands cannot be understated. Exhibition stands particularly not only provide a physical, tangible element, they also facilitate a level of personal interaction often lost in digital exchanges. For this reason, make sure there’s a sense of location specificity to proceedings; an exhibition stand in London, for example, ought to look distinct to one in, say, Lagos, Lima or Lahore.
In contrast to the somewhat impersonal nature of technology, they allow delegates to engage directly with products, services, and representatives, thereby creating meaningful connections rooted in real-world experiences.
Cater To The Crowd
Food has an almighty power; to either bring people together in praising it or in deeming it inedible. At a conference, where people are desperate for conversation starters with strangers, this effect is amplified. It’s essential then, that you fall on the pro side of the debate, and the refreshments you serve generate positive noises within the attendee’s collective chorus.
It’s also imperative that you consider dietary requirements, intolerances and how easy the food is to eat. You don’t want crisp white shirts covered in various shades of stain or finger food dropped and trampled into the carpet.
Make Sure There’s Enough Accommodation
Some conferences might last for several days; a veritable feast of dedication, education and inspiration. It’s therefore crucial that you offer an accommodation option for everyone who does not reside nearby, so the discussions of the day can continue long into the night if they must. If the venue does not have such facilities, you can at least help the attendees book a place nearby, offering recommendations across the board in terms of budgets.
Read: 6 ways to watch your wellbeing while travelling for work
Don’t Over Pack The Schedule
The nature of conferences is sometimes exhausting; new information, introductions and inquisitions can get wearying. You don’t want to worsen it by over packing the programme. People need time to decompress and review the day’s input, so keep the schedule light(ish) and breaks regular. Carefully determine every detail of the conference to avoid overburdening it with bureaucracy and filler. A positive impression of the conference could lead to it becoming an annual event, in turn making you leaders in your field.
Devise a Marketing Strategy
Use social media, email campaigns, and your organisation’s website to create buzz around your conference. Highlight the unique aspects, showcase guest speakers, and share tidbits of what the attendees can expect. An impactful, SEO-focused marketing strategy will help attract the right crowd and ensure a full house.
Gather Feedback & Measure Success
Once the conference has concluded, your job isn’t quite finished. Gathering feedback from attendees is crucial for understanding what worked well and what could be improved for future events. Utilize surveys, feedback forms, and even informal conversations to collect insights. Ask about their overall experience, the quality of the speakers, the relevance of the content, and the effectiveness of the venue and accommodations.
Additionally, measure the success of your conference against the objectives you initially set. Did you achieve your networking goals? Were new ideas effectively introduced? Did the event foster professional growth and business development? Analyzing these metrics will not only help you gauge the success of the current conference but also provide valuable data for planning future events.
By continuously refining your approach based on feedback and measurable outcomes, you can ensure that each conference you organize is better than the last, solidifying your reputation as a top-tier event planner in your industry.
The Bottom Line
Organising a successful, modern conference can seem like a herculean task. However, with these eight tips in your tool kit, you are well on your way to creating an event that is not only successful but memorable. Remember, the key lies in meticulous planning and execution, sprinkled with your unique touch of creativity. Now, can we expect our invite in the post?