How to Organise a Conference – Part 2

How to Organise a Conference – Part 2

Organising a conference is hard work and has a lot of small aspects like lanyards, table cards, and invitations to be planned out intricately. So while you may have a partner and a perfect theme to execute things, other aspects of the event can only come together with the right organising skills and talent that you can present. A list of vendors and relationships with different venue providers can work in your favour and help in marking costs up for your client. However, this would bring down the actual costs that you will pay your vendor. Having a clear relationship with your client and understanding what they need even before they know that they do can work in your favour in securing the business and future ones too. Here are some of the things that can make you stand out with your event and your client.

The Venue

When choosing a venue for the conference, always ask the client what they have in mind to give you an idea of the kind of level they expect and what you can offer. Rather than giving them a straight answer on the venue they can have, encourage them with their ideas and tell them you can come back with other suggestions. Find out if the venues that the client suggested are available and then think of new and better venues for their event before you go back with a confirmed idea on the site. This will help your client see that you have a creative flair and give them that WOW factor that they wish to see in their event manager.

Decide on Speakers

Decide on Speakers

Conferences that are organised by companies usually have their own speaker lists that they wish to give prominence to. However, ensure that you understand the goal and objective of the conference entirely so that you can suggest outside speakers who you can approach easily to give the event a flair. Also, think about the option of using open calls for speakers. You can publish a press release in a newspaper and ask for speakers who would be best suited for the conference and suggest the same to your client. Always remember that many conferences are meant to be a quiet affair, and there is a non-disclosure in place. So keeping the event anonymous when advertising for the open call will help.

Marketing

The marketing of a conference is critical to ensure that it is a success. A buildup and a teaser about the conference always help in getting people excited to attend a conference. While invitations to attendees can be secured from the client company, many times you can be able to get more attendees for your conference by marketing the conference to the right people. Social media plays a vital role in marketing for the conference. Advertising on social media and drawing attendees to RSVP on a conference website will carry a long way in capturing details of the attendees and keeping in touch with them for future events as well.

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