Planning a large-scale conference is a big undertaking. It requires time, patience, energy, and thinking ahead. In this blog, we cover some key tips for planning a large-scale conference.
Common objectives of a large-scale conference
Deliver educational content to members: A key objective of association conferences is to provide professional development and educational opportunities for association members.Conferences can equip association members with the tools and insights needed to stay ahead in their respective fields.
Advocacy and industry promotion: Conferences serve as a platform for associations to promote and advocate for their industries. They bring together professionals from various organisations, allowing them to showcase their work, products, and services to a wider audience, such as policymakers, media representatives, and potential clients.
Drive new membership: Conferences are an excellent opportunity for the association to attract new members and drive membership dues. The events showcase the benefits of association membership, such as access to resources, forming part of a community and discounts on industry products.
Build community: Large-scale conferences are a perfect opportunity to offer your members the chance to network, build and nurture relationships, and feel like they are part of a community.
Planning checklist:
1. Build the right team structure
The key to a successful event is effective teamwork. To achieve this, focus on communication and collaboration. When building a conference planning team, consider the following roles.
Even if you’re a small team and some of these roles combine into one, make sure you clearly define tasks and who will oversee what.
Event manager: Responsible for planning and managing the entire event.
Content coordinator: Handles program development, speaker recruitment, and ensures engaging content.
Marketing coordinator: Promotes the conference and manages advertising campaigns.
Logistics coordinator: Manages venue selection, catering, audio-visual services, and ensures compliance with regulations.
2. Event strategy
Begin by identifying the goals of your event. Determine if the purpose is to increase member satisfaction, boost new membership, provide professional development, or achieve another objective relevant to your association. Consult with internal stakeholders and establish:
Short-term and long-term goals
How the event aligns with your association's overall objectives
The target audience
Methods to measure success
This information will guide your decisions on topics, content, speakers, and promotional channels.
3. Event budget
Budget constraints are a significant issue affecting all businesses at the moment. Consider the following when planning your event budget:
Account for inflation, supply-chain price increases, and new technology requirements.
Consider sustainability, such as locally sourced food and vegan options, alternative transport choices, and eliminating single-use plastics.
Allocate additional budget for accessibility improvements, such as sign-language interpreters, service animal facilities, captioning screens, and quiet areas for neurodiverse attendees.
Attach a cost to each item in your event lifecycle by obtaining quotes from suppliers and creating a comprehensive list.
Remember to build flexibility into your budget as it may change during the planning process.
4. Venue and supplier collaboration
Build strong relationships with suppliers who are easy to communicate and collaborate with, making negotiation and planning smoother.
Event Technology:
With 77% of attendees having higher expectations for digital experiences at events than they did a few years ago, event technology is essential. Look for a provider offering tools to plan, execute, and measure event performance.
Venue Selection:
Create a wish list of venue requirements, including capacity and preference for unique venues. Use these criteria to find the right venue.
5. Event marketing and promotion
Create and implement an event marketing plan to ensure effective promotion. Allocate a suitable budget to support your marketing efforts.
Budget allocation could include:
Email campaigns
Digital marketing
Social media
PR coverage
Signage
Print materials (e.g. flyers)
Additionally, establish an event registration website and develop a content calendar for promoting your agenda, event app, speakers, sponsors, and more.
6. Event logistics
Sign remaining contracts and schedule kick-off calls to discuss timelines, requirements, and next steps with suppliers.
Attendee Logistics:
Launch the event agenda.
Utilise a centralised platform to connect attendees with content, networking opportunities, and sponsors.
Launch the event app for attendees to plan their schedules, schedule meetings, and generate excitement.
Promote the app's features and purpose in your marketing efforts.
Implement push notifications and alerts to keep attendees informed about agenda changes.
F&B Logistics:
Plan sustainable food and beverage options and minimise waste by arranging leftovers donation.
Ensure menu choices, timings, and serving methods align with attendee numbers and the event agenda.
Technology Logistics:
Plan onsite technology, including check-in and badging technology to streamline the process.
Provide exhibitors and sponsors with a badge-scanning app for lead management.
Contingency Plans:
Develop contingency plans for external factors like transportation strikes, poor weather, low attendance, and health and safety concerns to handle any unforeseen circumstances.
7. Programme your content
To create excitement and engagement, curate well-rounded content that caters to diverse audience segments. Consider the selection and scheduling of your keynotes, breakout sessions, and networking opportunities.Understand your audience through research, registration data, surveys, and past-event data. Offer varied content formats and themes, such as keynotes, panels, workshops, and interactive sessions, to cater to different learning styles. Feature speakers from diverse backgrounds and industries to provide multiple perspectives and expertise.
8. Speaker, exhibitor, and sponsor management
Create a sense of involvement among your speakers, exhibitors, and sponsors to encourage them to share their participation on social media and spread the word about your event.
Set up a speaker resource centre for headshots, bios, presentation slides, and additional information.
Schedule rehearsal time and ensure speakers and moderators understand how to engage with both in-person and virtual audiences.
Ensure exhibitors have necessary resources for their stands, including Wi-Fi, lead capture, refreshments, and branded materials.
Enhance sponsor value by having presenters acknowledge partners on stage, hosting group discussions, and utilising push notifications through the event app.
9. Post-event follow-up
Review and evaluate every aspect of your planning checklist to identify successes, areas for improvement, and potential enhancements for future events.
Thank speakers, presenters, and sponsors for their participation.
Distribute post-event surveys to collect attendee feedback, track satisfaction, rate speakers and content, and gather insights for increased engagement.
Create a video archive library to allow attendees to revisit sessions they missed or want to watch again through your content platform.
Conduct a comprehensive review of the entire event, including budget assessment, venue and supplier performance, and attendee feedback.
Follow up with exhibitors and sponsors about the value they gained from the event.
About the author:
Cvent is a leading meetings, events, and hospitality technology provider with 4,800+ employees and ~22,000 customers worldwide as of December 31, 2023. Founded in 1999, the company delivers an event marketing and management platform and offers a global marketplace where event professionals collaborate with venues to create engaging, impactful experiences. The comprehensive Cvent event marketing and management platform offers software solutions to event organisers and marketers for online event registration, venue selection, event marketing and management, virtual and onsite solutions, and attendee engagement. Cvent’s suite of products automate and simplify the event management lifecycle and maximise the impact of in-person, virtual, and hybrid events.
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