Organizing a conference can be a huge challenge, no matter how experienced you may be in event planning and management. You will need to carefully plan how you will bring people from various organizations and institutions together under one roof. Not only that, though, but you will also need to plan suitable speakers and catering.
It may sound like a huge task, but don’t worry; it isn’t completely impossible! There are various things you can do that will make all of the planning and organization easier for you to manage. Here are some very helpful tips that should get you through!
Find Strength In Numbers
There will be various aspects of planning such a large event. For instance, you will need to market the conference so that as many people as possible hear about it. You will also need to consider logistics and finance. Don’t feel that you have to take on each of these tasks yourself; after all, you’re not Superman! Instead, delegate the tasks to people who have expertise in each of these areas. By getting more people to help out, you will find that you are less likely to fail.
Use New Tech
Many people may think of conference as old-fashioned and stuffy events. However, that isn’t the case anymore! Especially if you embrace new technologies. You can use online systems to gather attendees’ RSVPs, and this can help you get an idea of numbers. You can also use a registration system that can help speed up the whole registration process at the beginning of the conference. Tech can also help the speakers as well. For instance, WiFi, projectors, and tablets can all help to enhance their talks. But don’t forget about traditional equipment as well including microphones and a lectern.
Carefully Consider Speakers
It is incredibly important to carefully think about who you want to be the conference’s keynote speaker. Getting the right speaker can help to attract the right audience. It will also set the whole tone for the entire conference. It is also a good idea to look for diversity within your group of speakers. This will keep your audience’s attention hooked for the entire event. You also need to make sure that you have a plan B when it comes to speakers. Otherwise, you may end up with a gap in your program if someone is taken sick!
Make Networking Easy
There are two main reasons why professionals go to conferences. Firstly, it is to hear new ideas and theories that are coming out in their area of expertise. And the second is to network and to add some new contacts to their phone book. For this reason, you need to facilitate networking during the conference. So make sure you plan plenty of coffee breaks into the program. This will give everyone the chance to take a break and mingle with each other.
As you can see, organizing a conference doesn’t have to be incredibly difficult. You just need to make sure you plan well in advance and take into consideration every possible outcome!