If you’re on the frontline of organising conferences, you’ll know how crucial it is to have everything absolutely right. If you’re in-house then your brand’s reputation relies on you creating an event that ticks all the right boxes and passes off smoothly. If you’re working for an events company then you’re counting on your skills bringing you customers that return time and time again because of your excellence.
Either way, you need to get the details just right from the location to the equipment. We bring you your ticklist on creating cutting edge conferences that impress.
The Team That Works
First and foremost you’re not doing this solo, so gather around you a small but carefully selected group of people who are going to offer you some very different skills. We’re not suggesting you try and work with people you don’t get on with, but don’t just bring in your work friends, rather colleagues you know can deliver what you need.
Though you are ultimately running the show, you’ll need your IT and technical experts, someone to coordinate invitations and manage delegates’ attendance needs and your booking expert to source catering, furniture and anything else that needs to be brought in.
Use smart software that keeps you connected and allows you to assign and tick off tasks as and when they are completed so everyone can see the project moving forward.
Get The Venue Right
As important as your keynote speakers is having the right venue. You are looking at somewhere where no delegate has to travel too far to get to. Somewhere that has good links to public transport and not too far from a mainline train station. Somewhere that offers good parking facilities and somewhere that can accommodate all your delegates including wheelchair users and other needs.
On top of all that you’re looking for staff onsite who are confident and experienced in helping to manage large scale functions and are going to work well with you to achieve both your goals. You’re looking for staff who can help you source equipment locally and have access to a PA system or where to go about hiring a projector. The only way you’re going to achieve this is by visiting various venues, perhaps with your IT specialist to make sure that it ticks all the boxes that you are looking for.
With the right team behind you achieving your conference planning goals in a well thought and structured order you’ll be on top of any problem that might come up. Combine that great team effort with the right venue and onsite staff with experience and you’ll be on track to creating a conference that your company can be proud of. Remember to display your media boards at the entrance and liberally throughout the centre, so everyone can remember who’s delivered this exceptional event. Then take a deep breath and get that conference underway, safe in the hands of well trained, well prepared team members and your excellent eye for detail.