The Do’s and Dont’s when organizing a conference

Have you or your company decided to organize a conference? Wow that’s a big role! There are several details and guidelines you must follow so you can have a successful and productive conference. Conferences should have a professional outlook, attract the appropriate business people. This way your conference will have a positive impact on their business which will reflect on your company, therefore be prepared as there are important details to pay attention.

We are suggesting for you a few do’s and dont’s we think you should consider when organizing a conference; Let’s start with the steps you must consider.

Every conference needs a theme. The slogan must be catchy and motivating. The speakers of your conference will be guided by your conference’s theme and drive their speeches around the specific subject, inspiring the audience to listen and eventually help them to accomplish their goals. It will also help your marketing team to work more productively and guide your campaign’s promotion to the right direction.

Having the appropriate team members to back you up its very important. We are talking about a big conference therefore you will need people with different professional skills to cover all necessary areas. Your team should cover; Planning team for the activities, catering and venue. Administration work responsible for answering questions, ticket sales. Marketing Team including Creative Communications and Public Relations. Also Sponsorships team and Volunteers.

Your team requires the ability to multitask in organizational, creative, selling skills, attention to detail.

You will be responsible for coordinating your team and making sure that they are performing right on time, following the schedule that you created for them.You w

Setting up a business plan will help you and your team to stay focused on your goals and how to make the conference successful. It would be a good idea to also create a back up plan just in case the plan A will not go as scheduled.

Another important subject is to choose your target audience. Additionally, when you ask your Speakers and partners to interact with the whole organizing, it will make them feel important and more creative.

Putting together a Budget also, will help stay on track and know what is happening with your money.

Areas that you must focus for setting up your budget are usually; Team members, Pay for the campaign and all about the advertising spots and material, pay the Speakers, the booths design, Catering and drinks, perhaps entertainers if you are having any.

Once you have an understanding of the big picture, the next step is to set the date and find the location. Make sure that there are no other events or conferences being held around that date.

Depending on the size of your conference, choose a venue where is smart and spacious. You may also have to select a venue where they offer accommodation for the speakers to be hosted and catering as well. If the venue does not offer accommodation, then it is a good idea to choose a place near to the conference venue, most preferable walking distance

Finding the appropriate sponsors who fund similar events that would be a good start. Have your plan ready with a good and catchy presentation and make sure that the goals of their company meet the theme of your conference. Keep in mind that the sponsors would appreciate advertisement in return. Usually they want their Logos on the campaigns and every promotion you choose to run.

There are different types of sponsors. It depends of the amount they are willing to give for the sponsorship. Basically you will exchange services. The companies or the individuals who agree to sponsor your conference will expect to be advertised in your campaign.

It’s good to make badges for everybody who would be involved in the conference. Each team or department should be mentioned on the badge so your guests can identify when they need assistance.

Here are a few Dont’s , when organizing a conference

1. Do not overwhelm your guests with several messages. We suggest you carefully make a plan on the hours when is the right time to send them messages.

2. Do not set the hours of the conference between 9.00 am and 16:00. You don’t want your guests to stuck in the traffic and be late for the seminars and speakers.

3. Do not plan the conference without any breaks for drinks and food. Scientists say that it would be a benefit to break a full day’s program into three or four breaks in between.

4. Do not leave any empty spaces in the conference venue. It gives a bad impression to the guests. We suggest bringing an interior designer and placing a beautiful design related to the theme of the conference or a hostess welcoming the guests.

What an amazing feeling is to create a conference, bringing people together who share the same passion and inspiring them with innovative ideas! Good luck with it