Many companies hold conferences each year, as it gives them the opportunity to meet with workers from other areas of the country or the world. It also allows them to invite stakeholders and clients to see how the company is doing and allow them to put their views forward. Organizing such events is complicated, but there are a few tips you can use to make it easier.
Planning the Event
Probably the most time-consuming part of the event is the planning. There are many things that you need to organize such as the catering for the conference as well as the seating plan so that everyone is equally spread. You should also have a vision for what you want the event say to the delegates. There is usually a theme that runs through the conference that the organizers want the delegates to take away with them.
Choosing the Venue
Probably one of the most important decisions you will need to make is the location of the venue for the conference. If this is the first conference, it might be a little more difficult, because you cannot ask last year’s venue if they can hold the event again. You need to assess how many people might be at the conference and then find a venue that can accommodate that number. You also want to arrange venue staff to help welcome the delegates and arrange the food. Some venues have dedicated catering teams that can provide the food for you. If they don’t, then you will also need to arrange the catering.
Most conferences have speakers come in and talk to the delegates about issues that are affecting the company or the market in general. These speakers usually need to be arranged a long time in advance because of their schedules. You also need to make sure that there is hospitality available for them to use.
Most conferences offer a few freebies that the delegates can take away with them. They not only provide a good way of advertising outside the conference, but they are also a good way for the delegates to remember the event. In most cases, there are usually free pens and writing pads, but you can also include button pins and keyrings. You need to ensure that you have enough to cater for all those expected at the event.
Marketing and Registrations
Even the most popular conferences need to market themselves so that people when and where it will be held. For company employees, this can easily be done by sending out a message to them at all of the offices. For other delegates and clients, you will need to post the information on your website or in the local press to inform them.
Although arranging a conference is immensely hard work, the rewards for you and the company can be huge. It could lead to more company contacts, sponsors, and clients, so the better and more engaging you can make it the better it will be.