Organizing a conference or an event is not an easy task! Whether it is your first or your umpteenth event, it will take a lot of effort, strategic planning, problem-solving and preparations to make it a success
A business conference is important because it is here that people find potential partners, stay updated on trends in the industry and network with others, Therefore, these events have to be made worthwhile for everyone to attend them. You get no chance of making any mistakes while organizing one.
There are various types of conferences and how you want yours depends upon your target audiences and the purpose of the meet. It can be a knowledge exchange platform for employees of different departments, or a road to connect with others in the industry.
Whatever the purpose, it should be planned and executed properly so that, finally, you can ensure every box is checked to achieve the best performance. With the need for physical, hyper and online interactions growing by the day, many organizations prioritize these events, which is why we are now seeing more of such programs everywhere. Here are some tips to help you run a successful business conference, especially if it is your first one…
Define The Purpose
It is very important to know why you are organizing the conference. You should familiarize yourself with its purpose, along with the profile of the people attending it. This will help you answer questions like why, who and how, so that you can set a definite goal. The intent of such an event can vary widely—from sharing knowledge to fundraising through auctions for projects to pitching for new business and so forth. Once you know why, it will become easier for you to know how the event should be held—the overall concept, sitting arrangements, catering and so forth. Keep in mind the taste of your audience, since it is also important for the success of the event.
Set The Budget
The most important aspect of event planning is to figure out the cost. You should take everything into account to assess the budget. It should include the venue, speakers, catering and members of the staff, among others. There are certain templates that can be helpful in calculating exactly how much the event will cost. There are companies that host events that do not create revenue in the short term, but do result in long-term sales because of the awareness and credibility built through the target audience. So, make sure you understand exactly what you hope to gain from your event.
Book Venue Early
Make sure you book your venue well ahead of the scheduled date. This will help you avoid disappointments. Some of the best locations for business conferences are hotels, event halls or college campuses. But, before you book a location, consider the layout of the venue, the size, capacity, features, facilities, transportation, catering and accommodation. You must check the layout of the venue before you make the payment. You should research their customer services, look for reviews online and see if there are any issues with the services provided. Go over all of this in minute details and book the place only when you are thoroughly satisfied.
Arrange For Transport
To bring people attending your event to the venue, you will have to adopt various means. You should not depend on a single transportat mode. If needed, you should book airline tickets and mail them to guests who have confirmed their attendance. Some may choose to come on their own, but you should offer your free modes of transport, too. You can charter a corporate flight to exhibit your company’s standards, which is sure to create a good impression and likely to get you referrals.
Work Out The Sequence
Another major aspect is working out the program sequence. This will help you minimize interruptions and retain audience interest. Unnecessary breaks can hamper the mood, and your attendees may lose interest soon. To make the occasion interesting, you can use visuals and graphics. Lighting is very important and can impact the mood of those attending the event. You can seek advice from experts on corporate events on media use, lighting fixtures and décor. You can also ask for inputs from friends, colleagues, or stakeholders on ways to grab audience attention.
Additionally, while planning a conference, remember to take help from others and form a team because you cannot handle everything by yourself. If you are planning an event for the first time, form teams to take care of different responsibilities for perfect delivery and execution.
About the Author
Mr. Harish Jagtani, a philanthropist, visionary, businessman of Indian origin, currently based in Democratic Republic of Congo for more than 20 years now, is one of the most reputed business owners in the Indian diaspora as well as the entire expat business community in DRC. The business house caters to multiple domains, including but not limited to Domestic as well as International Air Cargo, real Estate and infrastructure development, healthcare, hospitality as well as CSR.
Coming from humble beginnings from Jaipur, Rajasthan, Mr. Harish Jagtani has come a long way in building this conglomerate with a strong and clear vision, sheer dedication and grit. Starting with a small job in sales, Mr. Harish Jagtani today is a proud and righteous owner of a fleet of airplanes and multiple businesses that cater to the basic and advanced needs of the people of Dem. Rep. of Congo in different sectors.