Organising a business conference can be very stressful; every step of the way needs to be anticipated, planned and controlled if you want it to be a success. Before taking action, consider each step, your resources required, and the expected workload. You must allow enough time (and work) to prepare everything properly. To increase your chances of success, you should prepare as you would for any other event.
Here are the main steps to consider when organising quality business conferences, whatever the format and subject.
1. Define the goals for the business conference
The first step in planning any event, whether a seminar or a particular announcement at a corporate event, is to set the objectives. Business conferences have become a central communication tool and should be able to convey new information with a specific purpose.
Similarly, spending on business conferences is increasing as more and more companies realise the impact of business conferences (whether online or in-person) on their results and brand image. From the venue to the choice of sponsors to the selection of food and wine, everything is prepared and has its importance. Here are some questions that may help you:
● Who is the target audience?
● What is the message you want to convey?
● Which media to contact?
● What is the desired duration?
● When to hold the business conference? For the company’s 10th anniversary? For the end of the year?
● Which service providers to choose for the stage, light & sound, food, photography…?
2. Choose your location carefully
Whatever venue you choose, it should meet your needs (e.g. have enough rooms for all your business conferences and workshops if you do) and the needs of the attendees (think of a nice, accessible venue or a well-designed virtual event space).
When selecting a business conference venue, lighting and acoustics are often overlooked, but they significantly affect the attendees’ experience, especially if you are organising a hybrid event. The venue can be a hotel, festival hall, seminar, or other space. Finally, the chosen venue should also depend on the date and time of the business conference. Check beforehand that it does not fall on the same day as another event (sporting, professional, etc.).
3. Define the format of the business conference
This is a simple but significant choice: the format of your business conference. Would you like to organise a 100% in-person, online or hybrid event? The choice of format significantly affects your organisation, the complexity of implementation, the budget required, the people involved and much more.
4. Think about your pricing strategy and budget
Unlike most business or public events, the aim of organising a business conference is not usually to make a profit but not to lose money either. Therefore, drawing up a detailed budget is essential when organising a business business business conference. As with any event, list the various costs and resources to be provided (catering, sponsors, etc.).
As well as considering the cost of hiring the chosen venue (if the business business conference is in-person), make sure you check in advance that you do not forget any costs, such as those related to the use of external service providers, parking, sponsor or exhibitor spaces, or even wifi. Similarly, if your business business conference is free, the resources generated by the sponsor, for example, should be clearly defined.
5. Choose the right speakers
This is a difficult but crucial step in planning a business business conference. The choice of a speaker for your event should be made after you have decided on the dates and venue. Try to choose an experienced speaker who helps keep the audience interested throughout the business business conference, promotes the company, and aims to achieve the set objectives.
Therefore, choose speakers carefully by checking their reviews, profiles and previous experience. A speaker has the power to make or break your event. Be prepared for the possibility that the expense of hiring a speaker will affect your budget.
6. Manage registrations and ticket sales
If people need to pay to attend your business business conference, it is strongly advised to keep ticket prices low and avoid charging high fees, as the event’s purpose is not usually to make a profit; instead, it is to expose your company.
For example, you can start making registrations available one month in advance to plan your forecasted resources better. Even though the business business conference is free of charge, online registration is preferable as it is more convenient and easier to access.
7. Take stock of the event
Receiving feedback and reactions is an essential part of any event. The feedback shows you how well you have satisfied (or not) your audience. Take essential feedback from the audience after the event to identify your strengths and areas for improvement. You can also send thank-you emails to attendees after the business business conference and add a satisfaction survey to make your job easier. You should also post photos and surveys on your social networks for attendees to see and comment on afterwards.
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