Whether it’s your first congress or not, every event is unique and requires tight and well-thought-out planning. Depending on the theme, the type of participants, the location or the available budget, there are many elements to consider in order to make your congress a real success.
Best practices, tips and advice: Here is an overview of the key steps to organise your congress.
Summary
Tout savoir sur les congrès
Congresses are often misunderstood, yet they are unique professional gatherings. A congress is a formal assembly of a group of people representing a company, profession, sector or specific community. The aim of a congress is usually to exchange ideas and discuss a particular topic, with different viewpoints and opinions presented to reach decisions. Congresses can take place at local, national or international level and may last from several days to several weeks, depending on the importance of the event.
Congresses are held in a variety of sectors, such as politics, science, medicine, technology, education, industry, commerce, and so on. Participants typically include professionals in the field, researchers, professors, business leaders, policy makers and representatives of associations.
1. Draw up a list of criteria
Before organising anything, it is essential to draw up a list of criteria by answering several questions, such as:
- What is the topic or theme of the congress? It is important to define the main subject and objectives. This helps in selecting speakers and inviting the right participants.
- Who will the participants be? Define the profile of the people you want to invite.
- When? If your congress is aimed at businesses, opt for a weekday. For a congress focused on a charity or civic initiative, weekends or evenings may be more suitable.
- Where? Find a location that suits the needs of the congress in terms of capacity, facilities and accessibility. Make sure to book it in time.
- Why? The goals of the congress should be clear and set in advance. Ask yourself:
- What do you want to convey with this event?
- What decisions should be made by the end of the congress?
- What if the congress does not achieve its aim?
2. Set a budget
Determine the total budget you can allocate to the congress and estimate the costs for each part:
- Room rental
- Audiovisual equipment
- Food and drinks
- Accommodation
- External service providers
- Communication and promotion
3. Develop a clear programme
Create a detailed schedule for the entire congress, broken down into time slots, so everything runs smoothly and participants know what to expect. Think of lectures, workshops, breaks, networking sessions, meals, side activities…
4. Find suitable speakers
Look for experts in the field who can speak at the congress. Contact them in good time so they can free up their calendars. This allows you to organise inspiring keynotes, host in-depth roundtable discussions or business conferences.
5. Manage registrations
To ensure smooth registration for your congress, especially for participants coming from afar, it is best to provide an online ticketing or registration system that allows attendees to book their place in just a few clicks. This also helps manage registrations easily based on pricing and types of attendance.
6. Provide presentation material for speakers
Make sure speakers have access to necessary presentation materials, such as projectors, screens and laptops. It’s also useful to offer them a presentation template in advance to ensure consistent content throughout the congress.
7. Plan coffee breaks and meals
Don’t forget to include enough breaks for all participants. Think about coffee breaks, lunch, and perhaps an evening drink or aperitif. Breaks give participants the chance to meet and exchange ideas. Ensure sufficient time between sessions. This also gives the organisers time to prepare the venue for the next part of the congress.
8. Consider accessibility
To make it easier for attendees to come, choose a location that is easily accessible by car (with enough parking), public transport, and suitable for people with reduced mobility. Preferably choose a location with enough accommodation nearby, especially if the congress lasts multiple days.
9. Include Q&A sessions
To add more interaction and energy to the congress, it’s a good idea to include question and answer sessions. Consider using a wireless microphone in the room or a digital system that allows participants to submit questions live.
Weezevent supports you in organising your congress with solutions for online registration, access control, cashless payments and user-friendly CRM tools that are easy to implement in your organisation.
