How to organize a successful conference? - Nestia Hospitality Group

Setting up a conference may seem straightforward, but ensuring its success requires meticulous planning.

First and foremost, it is crucial to appoint a committee responsible for the organization and smooth execution of the event. One or more tasks will be assigned to various committee members, and they will be obligated to fulfill their responsibilities before, during, and after the conference. These tasks can be managed internally or by outsourcing to a specialized company.

The “pre-conference” phase requires a methodical plan consisting of various equally important elements.

Defining the objectives of a conference emerges as a crucial step. It is essential to specify the event’s direction and purpose. Subsequently, it becomes easy to evaluate its success and analyze elements to modify for future conferences. Objectives serve as a measurement tool for success and a guide for the organizing team. They provide a solid foundation for planning, ensuring a consistent understanding among participants. Effective communication, both internally and externally, establishes strong relationships with various event elements, such as speakers, participants, organizers, and sponsors. Objectives should not be a rigid set of orders but an adaptable list for everyone. They simply create a solid and consistent foundation, considering the organization’s and target audience’s needs.

It is imperative to establish a budget beforehand. This crucial step helps maintain financial control and optimize resource utilization. Various costs, such as venue rental, audiovisual equipment, advertising, food, and speaker fees, must be included in the budget. Defining a budget helps avoid unpleasant surprises and analyze its amount if a profit is intended.

Moreover, the financial plan can be used if fundraising is necessary. In such cases, it becomes a crucial element in presenting the project to potential sponsors. All these reasons make the budget plan a fundamental parameter for the success of a conference.

Choosing the date is also a crucial element not to be overlooked. It is an integral part of the strategy, and various points need to be considered. First and foremost is the target audience, as without them, the event does not exist. Organizers must ensure that the chosen date and time align with the participants’ schedules. Seasonality, public holidays, or school vacations should also be considered, as these periods can affect the availability of potential participants. Additionally, the potential organization of other similar events should be taken into account. These details may seem minor but can significantly impact the success of a conference.

Next is the venue. While the geographical location of an event is important, it is not the only factor to examine. The space must be easily accessible, ensuring proximity to public transportation, roadways, and parking to facilitate attendees’ arrival. The venue’s capacity should also align with the expected audience, as a space that is too small can create uncomfortable conditions, while a too-large room may convey a sense of emptiness and unsuccessful event. It’s all about finding the right balance. The venue should also have good logistical and technological infrastructure, including proper visual and audio equipment, excellent internet connectivity, and a flexible room layout. Finally, the atmosphere created by the venue; comfortable, clean, and professional, will always make a positive impression.

It is common for venue rental to consume a significant portion of the event budget. Therefore, it is a key element that is part of the strategy to successfully organize an event.

Central role of communication

In general, an event without internal and/or external communication cannot exist. It is imperative to promote the event in advance. Sharing the event date at least two months in advance as a “save the date” is recommended. Later, sharing the venue, theme, or specific purpose one month in advance is essential. It is also interesting to “tease” the audience before the day via various communication channels. This message can take various forms, such as images, videos, or simply text revealing attractive information. The goal of this advertising hook is to motivate the audience to attend the event on the day.

To ensure maximum participation, it is essential to opt for various types of promotion channels, both media and non-media. Although there are many, it is important to use the channels that correspond to the target audience.

“Media communication” includes “traditional media”, such as radio, print press, advertising, and others, as well as “web media”, such as social networks, online advertising, press, and others.

On the other hand, “non-media communication”, unlike “media communication”, does not rely on an external medium and includes traditional actions such as direct contact, via phone for example, or contact by mail. Or actions carried out on the internet through email campaigns, chats, websites, and others. Generally, it is more interesting to communicate through various channels, as the target audience is often not perfectly homogeneous.

The D-Day

The D-Day must be organized to perfection. It is recommended to establish the event flow in advance to avoid unexpected setbacks. In the event of a problem, a backup plan is always welcome and will help rectify the situation. Logistics are crucial because an error can occur quickly. The strategy for a smooth process is to work as a team while respecting the pre-established plan. Again, in the event of a problem, its resolution often comes from the collective effort of the team.

Finally, communication during the event is essential. This communication directs participants by sharing operational information, among other things, but also maintains their engagement.

The post-event phase: Equally crucial as the event itself

It is essential to gather feedback from participants after organizing a conference or event. These data will help analyze the event’s success to optimize future editions. This information can be collected in various ways through a survey via email, for example. Sharing photos or videos online after the conference is also a way to stay connected with participants.

Therefore, continuous communication on social channels before, during, and after the event is imperative.

Planning a conference or any event, in general, requires meticulous organization, but the benefits can be significant if done correctly. Moreover, future editions can be easily improved by analyzing the results. A conference is a team effort that undoubtedly requires many resources but remains a valuable professional tool.