Organizing a successful conference involves more than just logistics – it’s about curating an experience that resonates with attendees and leaves a lasting impact. From choosing the right venue to crafting engaging sessions, effective conference planning lays the foundation for creating meaningful connections and memorable moments.
However, while conferences can generate excitement, one of the biggest challenges in planning is ensuring that the event provides real value to attendees.
If we’re honest, we’ve all skipped a conference session, whether it’s due to conference fatigue or a time slot that doesn't offer a session of value. Looking to make your conference an exception to this? Comprehensive conference planning can help you increase value for your attendees.
Conference Planning Tips for Memorable Experiences
Typically, a conference is called to gather individuals with similar goals or objectives, so that they can brainstorm and share ideas. While meetings can range from formal to informal, conferences tend to be more on the formal side with features like keynote speakers. That said, not all conferences are alike, and each event requires careful planning to ensure they’re memorable and engaging for their unique audience.
When it comes to conferences, planners need to ensure the event’s sessions are valuable and engaging, so attendees don’t skip. In fact, a quick Google search reveals that looking for reasons to skip a meeting or a conference session is pretty common. So to ensure attendees are present and find value in the information shared, planners need to keep the preferences of attendees in mind. Conferences can be draining if not organized effectively, so it’s best to avoid overscheduling sessions and include breaks throughout the day.
Additionally, a successful conference is seamless, and that’s a lot easier to achieve with on-site event management. Whether that means having strong communication channels through event management software or a team that’s highly attentive to the needs of attendees, effective management ensures that every aspect of the conference runs smoothly, fostering a smooth and engaging experience for everyone involved.
Engagement transforms passive attendance into active participation, ensuring attendees feel valued, involved, and inspired, but it requires hard work from the planning side. Including gamification elements, social media backdrops, hands-on product demonstrations, or even a live poll during a session can promote more interactions with attendees.
Ultimately, when conferences are engaging and filled with exciting content or activities, attendees are far more likely to participate enthusiastically. By making the event not just informative but also enjoyable, it transforms a work obligation into a rewarding experience, allowing attendees to gain more value and benefits from their experience.
Five Important Considerations When Conference Planning
As with any meeting, there are a variety of factors you’ll want to consider as you prepare to host your conference. The more meticulous and detailed you are during the planning process, the easier bringing your vision to life will be later and the more prepared you’ll be to adapt in real-time if needed. Plus, you’re more likely to ensure attendees enjoy the conference if you plan with their preferences in mind.
1. Event Goals
The foundation of any memorable conference is a clear understanding of its goals. Event goals define the purpose and desired outcomes, whether it’s encouraging networking, sharing industry knowledge, launching a product, or building brand loyalty. These goals guide every decision, from selecting keynote speakers and designing sessions to determining the event's theme.
2. On-Site Logistics
When planning an event, it’s essential to consider venue-specific factors that impact both the programming and the needs of attendees and speakers. This includes handling registration, signage, venue layout, transportation, and technical support, among other important logistical elements.
Additionally, to ensure a positive experience for your attendees, it’s crucial to address comfort-related aspects such as parking, temperature control, seating arrangements, security, and catering options. These considerations will help create a welcoming and efficient environment for everyone involved.
3. Attendee Experience Enhancements
In addition to venue-related logistics, it's important to consider other elements that can enhance the attendee experience. Will you provide swag bags for guests? Will name tags be necessary for easy identification? What software will you use to provide details about schedules, keynote speakers, and other participants? Will there be entertainment or interactive activities to engage the audience? These thoughtful touches not only add an element of surprise but also contribute to making the conference more enjoyable, memorable, and impactful for all attendees.
4. Event Structure
Of course, planners also need to determine how all of the elements of a conference fit together. How do you want to allot time for informal conversations and networking? When will you schedule breaks? What’s the best structure for your speakers, breakout sessions, or other activities? How can you keep an organic flow to your sessions and provide the right breaks and timing for your attendees to feel engaged but not overwhelmed? For this portion of conference planning, flexibility is key; allowing attendees to customize their schedules helps them prioritize what’s most valuable.
5. Event Feedback
Collecting and analyzing feedback is essential for understanding what worked well and what needs improvement. Insight into attendees' experiences through surveys, polls, or informal conversations helps planners measure the event's success against its goals and refine future conferences. Plus, acknowledging and acting on feedback shows attendees that their opinions are valued, promoting loyalty and encouraging repeat participation.
Your Go-To Conference Planning Checklist
Preparation for an event pays off in the end. For that reason, here’s a quick checklist of the considerations to ensure your event runs smoothly.
- Determine your goals/objectives and theme
- Put together a conference team and hire an event planner
- Prepare a budget with all facets considered and accounted for
- Decide on the best time and date
- Choose a location/venue
- Determine your speakers/guests
- Construct a conference program, including sessions, breaks, activities, meals, and more
- Contact and contract with speakers, venue, entertainment, and caterers
- Identify your technological needs and coordinate with necessary parties
- Advertise and market your event (if necessary)
- Begin the registration process
- Get ready to host an amazing event!
It’s important to note that research will be a crucial part of the planning process. As we’ve mentioned before, knowing your audience will inform many decisions, such as:
Speakers - Who is relevant? Timely? Knowledgeable? Engaging? Entertaining? Energizing?
Menu - Will you have guests with special dietary needs? Will the menu match or enhance the theme?
Scheduling - What kinds of sessions would your guests want? Need?
Off-Site Activities - If you’re in an exciting location, what can you plan off-site to allow attendees to enjoy the area? What will be most interesting to your specific audience?
Venue - Does it suit your audience? Will it accommodate them?
Travel - How easy is it for attendees to get to the conference? Will transportation need to be provided from airports or hotels? Are these logistics going to hinder their experience?
Clearly, event and conference planning is a significant undertaking, but Bishop-McCann is in the business of creating JOY throughout the process. We handle the logistics before, during, and after the event, so your team can focus on your guests and goals.
If you’re looking to begin event planning for your next meeting or event, now’s the time to get in touch with our team, so we can help ensure you create a captivating conference!