There are a whole host of reasons why organising a conference is the right move for your business.
You may feel it’s the perfect platform to showcase your expertise in your particular field. You can communicate your message to a number of people in the right way and at the same time. Or it might be the best way to help motivate your staff, be proactive and bring about change within your business. A conference is also an excellent way to network and connect with others.
Sometimes the prospect of organising a conference can be a daunting one… where do you start?!
Our step by step guide covers the key stages of organising a conference:
Make a detailed plan
The old adage “failing to plan is planning to fail” is true! Making sure you’re fully prepared before you begin any tasks means you’re much less likely to become stressed and feel out of control further down the line. Starting early is always advisable, regardless of whether your conference is large or small. Our top tips are:
- Create a timeline by working out what needs to be done by when, and plot it out with deadlines.
- Know your overall budget so you can plan how much money to spend on each different element of the conference.
- Understand what your event will look like – how many delegates will attend? What kind of experience are you aiming for? This will help focus your decisions in terms of venue, theme and additional activities.
- Get a team in place to support you throughout the process to ensure you meet all the requirements. You’ll need team members to take care of marketing, admin, planning and all the behind the scenes activities so make sure you select your very own “dream team” of experienced, driven people to maximise the success of the event.
Get booking!
Choose a theme and a date and then get booking! It’s worth having a look at what’s happening in the local area (or even nationally/internationally) before you make a final decision. This includes finding the right venue, booking your chosen speakers, outside caterers (if needed) and any additional activities. Bear in mind that popular speakers and venues are booked out months, if not years, in advance so you need to get in early (or be prepared to be flexible on your dates).
Large events such as festivals or major sporting events will affect the attendance levels as potential delegates will be drawn away from your event. They also affect the cost of venue hire and accommodation – for example, during the 2012 London Olympics, hotel prices increased by around 26% compared to the usual pricing for the same time in previous years. A little bit of research can make all the difference.
It’s the little things…
Sometimes the finer details are what make an event stand out from all the rest. If this is important to you, then consider the additional features you may be able to offer – not just for your delegates but for speakers too. Consider your options for technology and choose ones that will enhance your event. This goes beyond just ensuring that there is adequate A/V equipment and that it’s working. You could choose to develop an app and live stream the conference. The app could also help support delegates in their networking efforts and even create their own schedule of “must see” speakers (this is especially helpful if you have multiple speakers running at the same time).
Transcription services are one such area of finer detail that could set your conference apart. Our previous blog explained how venues can create a value for money proposition by offering transcription services for an event. We’ve also touched on how offering transcription services can give venues a “wow” factor. It’s a recognised way of boosting the impact of an event.
Conference transcription is an area that forms an important part of FSTL’s business, simply because it really can help a conference pack a punch. Not only does it enhance the delegate experience at the time but also maximises the return on the investment in the conference itself. Transcriptions can provide training material for the future, be shared with those who weren’t able to attend and provide an important record of what happened so that it can continue to be built on.
To find out more or to book transcription services for your conference, get in touch by email alex@fionashipley.com or call 01737 852225.