Updated: Jun 29, 2022
If there is one thing that Vision Matrix excels in it's our ability to seamlessly put together large-scale conferences. Conferences are about providing members with a new way to experience your brand, strengthen relationships with suppliers, and best of all they enable one to do some face-to-face networking. In a city where it's all about who you know, you can't beat the power of networking at conferences.
Organizing a conference, including a live event production for investors, business owners, or executives, is an art form. Here is an essential guide to help you run a successful conference:
Create an exclusive identity or brand
Once you've decided on the general goals of the conference events and production, it's time to explain what it's all about, including why it's significant. You can accomplish this through strategic branding and selecting a theme. Also, try to develop an appealing, simple tag and logo that will attract your target audience's attention. People often identify the conference's quality with its branding. Hence, that brand will continue serving you even in upcoming events once it's successful.
Prepare ahead of time.
While organizing a conference in a matter of weeks is conceivable, your options for all essentials, including venue and speakers, are limited. It's good idea to give yourself at least three or more months' notice to ensure you get your first choice of the conference venue, event production equipment, and vendors. Enough time also allows you to prepare, examine, and double-check everything, reducing the chances of the unforeseen!
The extra lead-time will boost your possibilities of a full-capacity event.
Set a budget to make sure you aren’t forgetting anything.
Setting an event production budget and sticking to it is critical to ensuring a successful conference. Breaking the budget down into different categories, including the venue, marketing, equipment, food, and speakers, is suitable for large conferences and big event productions. However, ensure that every category is assigned to a single planner who is confident and dedicated to completing the task.
Furthermore, it's crucial to determine what's incorporated in any budgets you're given. Certain venues provide a room-only price and then include extras like internet connections, AV equipment, and staff assistants on the day of the event.
Also, keep in mind that any additional financial goals must be considered from the start. Consider whether your business goal is to stay on budget, or you have been charged with increasing ticket sales or marketing exhibition space. Make a predicted profit and loss statement and be accurate about expenses and revenue.
Location to optimize the guest experience
Any conference's location is critical to its success. So geographically, you must be in the center, east-to-reach part of the state. The site should also have ample on-site parking and a well-connected public transportation system. This is among the most important factors in ensuring that the guests come relaxed and ready to begin.
On the other hand, conferences that last several days will undoubtedly require lodging. Nevertheless, even if your event is only a day, some attendees may prefer to stay the night prior. Therefore, picking a location near hotels, restaurants, or where they can explore the surrounding areas is thoughtful preparation that will be appreciated.
Choose the appropriate tone.
The event production setup and tone should mirror your larger values, potentials, and goals, as it is an extension of your business and brand. Also, you'll be able to identify your primary audience and create transparent expectations for them if you have clear intentions of what you want to accomplish.
For example, a terrific academic event will appear very different from a significant staff off day. Therefore, consider how your speakers, venue, and other extras support the tone you would like to portray. If you do this correctly when planning the event, you'll be able to have an all-inclusive conference. In addition, you will generate buzz prior to the actual day.
Form a project team to delegate and empower
Entrusting and engaging a team of volunteers will undoubtedly make your planning process more manageable. Furthermore, having many people on your team increases the chances of coming up with some excellent new concepts. In addition, be sure to allocate work completely and that everyone on the team understands their obligations.
The planning group should typically include three to five persons, with extra personnel needed depending on the conference's scale. The program, logistics, equipment, speakers, budgets, refreshments, accommodations, and communication are important things to consider. However, remember to inquire if the venue provides a conference organizer as part of the package. Aside from helping save money on in-house resources, their experience is unquestionably beneficial.
Remember when holding an amazing conference, every module of the conference must be well organized. Checklists are excellent tools for ensuring that every detail of your event is covered. With this, you'll replicate your achievements in the future. Also, successive iterations will enable you to correct anything that didn't function properly the first time. Hence, your next conference is likely to run more smoothly.
Generally, it comes down to securing the right venue, inviting your attendees, scheduling your speakers, and having all the event production systems in place. And with the above tips, you can grin, enjoy the results of your labor, and make the most of the day!