You have been assigned the task of planning a work conference. That is certainly quite a task!
While it is a rather demanding endeavour, planning well in advance can ensure you pull it off like a professional and impress your bosses. Conferences are certainly crucial for business networking and professional development in all industries.
Going through the proper steps, planning at least six months in advance, and sticking to a budget will help you organise a successful conference without any glitches. Here are some useful tips to get you started on your planning:
Create Clear Objectives And Goals
The first step of planning an outstanding work conference is establishing clear goals and objectives. You need to have a realistic and achievable goal in mind. What is the aim of the conference? What do you want to accomplish? Who is your target audience?
Another important thing to keep in mind is that your conference should also be related to the company’s brand. It should also provide some value to the attendees and align with the values and objectives of your company.
Determine A Budget
After setting goals, you need to set a budget for the event. Determine how much the company wants to allocate funds for the work conference. Money is often a major factor for many organisations, and the funds must be properly utilised.
Multiple factors should be considered when finalising the budget, including the duration of the conference, the number of attendees, and the type of venue it would require. The cost is bound to increase if the conference has to be big, but it would get easier to set a budget with already established goals.
Finalise A Venue And Set The Date
Once you have a budget and established goals, you should start looking for the right venue for the conference and set a date. It is ideal to have two to three tentative dates so that you can find your preferred venue.
Depending on the number of guests you are inviting and the particular needs of the conference, be sure to visit the place to make sure it will work well for your conference. As yourself some questions to finalising a potential venue, including:
- Would the venue be accessible?
- Would the venue comfortably seat all the participants?
- Does the venue have proper parking?
- Is the venue available on your preferred date?
You can find out more about hiring a room for your next conference by consulting the management of the potential venue to ensure you have the best possible option for your conference. Once you find the venue, you can finalise the date of the event and send out invitations.
Book The Speakers
Securing speakers, including a keynote speaker, is the next step. Be sure to invite those speakers who can offer valuable insights and knowledge about their expertise. Getting the right speakers is one of the most crucial aspects of the planning, as this is what your attendees are coming for. Moreover, your entire marketing and promotional materials will also be based on the speakers you invite.
Once you have built the foundation of the work conference, you can begin promoting the event to your target audience. Think about what makes your conference stand out? Use that as the unique selling point and the core marketing material.
Ensure that you incorporate the brand logo and theme in whatever promotional channels you use. Use the relevant channels for marketing the conference, including:
- Paid social media ads
- Google ads
- Industry publications
- Social media channels
- Email marketing
Make sure you are consistent when posting about the event to instill excitement and intrigue among the attendees. You can promote on a bigger scale if the conference is open for the general public as well to attract more registrations and volunteer signups.
Send Out Reminders
Ensure everyone is meeting the deadlines for the event as the conference draws close. Start setting out reminders to the team involved, as well as the venue management, speakers, and other volunteers. Keep everyone in the loop to avoid any misunderstandings and errors.
Be sure to also send the event reminder to the attendees and send them the program of the conference so that they know what to expect. Assign teams to receive the speakers and attendees, showing them to their assigned seats. Remember, good communication can do wonders in the success of the event.
Planning early is the key to any successful event. You are now equipped with the right tips and resources to organise a fantastic conference that will go smoothly. Stick to the budget and collaborate well with your team to avoid potential disruptions and problems.