The New Year is here and it’s rife with the opportunity to impress at your next conference! At the onset, it’s totally normal and almost expected to feel a tad intimidated at the immense volume of work that comes with putting together a memorable conference. BUT with a proactive team like Congress Rental SA to back you, the right software and equipment, and a well-put-together plan of action you should feel confident in your ability to pull off one stunning conference.
Our checklist for the best conference will show you how to get a handle on the colossal task at hand.
There are a few essential decisions to consider before you actually start planning your event or conference:
Finding the right venue should be your number one priority. We suggest finding a venue first and choosing the dates of your conference based on venue availability. This will guarantee you’ll find a venue that fits your vision! Consider the following:
After finding your dream venue you must finalise the dates. We suggest doing this step quickly as you’ll need to share the dates with everyone to complete the next steps.
If you’re hosting a hybrid conference you will definitely need a conference platform where your virtual guests can attend sessions and engage with you and each other. Regardless of your conference format there are a few key tools you would need such as:
Congress Rental SA is a proud distributor of quality conferencing equipment that can fast-track you on the road to a successful conference. Including:
Branding impacts how your potential guests will come across information about your event. It includes your conference name, slogan, logo, colour palette, messaging, and imagery. These things need to inspire!
The delegate journey is key to making or breaking the success of your conference. Envision the journey you want to take your attendees on. Remember, a conference is a collection of different touchpoints that lead your attendees on a holistic event journey. This step includes finding speakers, exhibitors, and sponsors (people are more likely to attend an event or conference that is backed by a well-known company).
Security, food, furniture. Some venues may have internal employees that take care of these things but if not, you’ll need to hire external suppliers. Don’t forget to ask permission from the venue to bring them in.
Ensure your website is up and running so people can buy tickets and start advertising. Whether you opt for modern social media marketing or old-school and ever-successful print marketing. Don’t forget to offer specials, giveaways and early bird tickets to entice your audience.
When checking a site with your equipment suppliers keep in mind that a venue may look great for guests to access but may not be easily accessible for large equipment or booths and it may be a challenge to get this equipment into the venue. Ask yourself the following questions:
It’s time to create your conference schedule! Create a program for attendees that can be distributed upon entry at your conference. Don’t forget to create a master schedule for your team that outlines their key tasks and responsibilities.
Creating a dossier of relevant information for the interpreters is an essential step to getting the interpreter to understand exactly what the conference is about and what topics they will be translating. This is especially prevalent if your conference addresses a very specialised topic or industry.
Send out reminders to all attendees. Check-in with your team and make sure everyone is prepared for the big day!
You’ve meticulously planned each step that led up to the start of your conference and may overlook the important step of managing the conference throughout the day of the event. As the conference organiser you should have a clear schedule enabling you to help your team and attendees should there be any issues.
Congress Rental SA has a team with extensive years of experience and industry knowledge making us experts in successfully servicing meetings and conferences of any size. Our team also takes pride in having exceptional communication skills, making our customers’ lives easier.
Send out thank you’s. Follow up with sponsors and speakers. Host a meeting to discuss what went well and what to do better next time. You can also ask your attendees for feedback and advice.
With Congress Rental SA on your side, we can help you make conference planning easy. With a range of state-of-the-art industry-leading conference solutions and a team that is backed by years of experience!