How to plan your next business conference

If you want to run a successful business, then it is important to have events where you invite peers and colleagues for networking. Even in today’s world with so many virtual businesses, there is still something to be said about an in-person conference where fellow business owners can network with those who share their same ideas and business goals.

Technology-driven communication, such as impersonal emails and chats, has removed the person to person connection that was once shared in business and had helped so many businesses to start and scale to where they are today.

It is vital to create an event that brings positivity and a unified environment for all of those involved. From the small business owner to the large corporate attendees, the conference should promote each person or organization and help each of them stand out in their own way.

Event Planning

Organizing a business conference can seem overwhelming at times, but with plenty of planning it can be a successful, well-attended event that will be remembered far into the future.

Whether it is your 1st conference or your 100th, it is most important to put in the time to research who your audience will be, what your mission or goal for the event is, and what you want the takeaway to be in the end. You must know what demographic you will be catering to because this will have a major impact on your keynote speakers as well as your guest list.

What outcomes you are looking for?

The most important component of planning a successful event is understanding what you want to accomplish.

Education
Motivation
Entertainment
Fundraising for charity or a special cause

Also, be aware of the length of the event and the timing of those who will be arriving from around the country or even the world. Will your event be a one-day conference, or will the guests be staying for multiple days with meetings during the day and downtime in the evenings?

First Impressions Set the Tone

The theme of the conference will set the tone for the entire event. Choosing the correct theme is vital in making the impression that the guests will remember long after the event is over.

The theme will be dictated by the goals of the event and what information you want your guest to leave with. Knowing your guest’s demographics is such a vital part in choosing the theme of the conference.

Some popular themes for business conferences:

Business trends
Innovation
Sales
Marketing
Customer experience
Motivation and inspiration

In fact, according to a recent survey conducted by Motivation Ping, over 70% of those surveyed prefer attending an event that motivates and inspires them in some way.

The most important thing to remember when choosing a theme for your event is K.I.S.S. Keeping the theme somewhat simple will help resonate with your message throughout the entire conference. Often a cluttered and disorganized event can leave people confused and frustrated.

Be certain that your theme reflects your brand and is fresh, appealing, and relevant to those that will be attending. Gearing your event to middle-age men with a tone that screams outdated old fashion businessman, will not appeal to the fresh young entrepreneurs that may be on your guest list or be your keynote speakers.

The theme that is chosen for the event will resonate throughout the day or days involved. Be sure it is simple enough to be remembered and simple enough to be used in marketing materials, name tags, emails, gifts, and memorabilia. Remember the theme sets the tone for the entire event and will be what the guest remembers far into the future.

Finding Professional speakers

When people are attending a business conference, one of the main reasons they do so is to hear a compelling presentation. Therefore, hiring the perfect keynote speakerwill be dependent on the time of day that they will be speaking, the length of the speech, and the content to which they will be talking.

It is also imperative that you understand what your budget is as these speakers can run anywhere from $1000 to $100,000. Comedy goes well for after-dinner speeches and likewise, an energizing motivational speaker brings life to the event first thing in the morning. Know your guests and know your speakers.

Venue Is Key

The location and venue can play into the success or failure of the conference. Many variables should be considered when choosing the perfect setting.

First and foremost, the budget will ultimately dictate the venue. Knowing your bottom line for expenses can affect the choices for locations. It is important to know that it is okay to ask for a discount with the promise of future business bookings. If your schedule will allow, flexible dates may help reduce the cost of the facilities.

Some things that should be considered when choosing the perfect location:

Is it centrally located, for the highest turnout?
What is the capacity – how many can attend comfortably?
Ample parking
Nearby attractions
Convenient to the airport
Outside locations where guests can mingle during downtime
Adequate A/V equipment for speakers and presenters
Catering capabilities (food allergies/limitations)

Promotions Can Be A Game Changer

You could organize the best, well thought out, knock your socks off conference, but without the proper promotion, your attendance will be far lower than your expectations. Promoting through one-minute videos that will introduce key speakers may help guide your guests to signing up for your conference.

Social media is probably one of the most used free forms of promotion available to us today. Twitter as well as LinkedIn platforms allow organizers to engage with potential guests via hashtags. Engaging with your target market and providing value to those who you are marketing, will bring those guests closer to attending your conference. Building trust in your vision by offering content that they can use and relate to will recruit attendees to your event.

Using social media outlets allows the promoter to create long term interest and lasting relationships within the circle of attendees. Posting sharable content and often, will engage your potential guest in your brand that will have a trickle-down effect.

Press releases can help promote your event. Some highlights of the PR should include the benefits of attending the conference, should make a statement that speaks to the local area, and promotes local attractions as well as detailing the venue and all that it has to offer. Including quotes from some of the speakers will give value to the press release and will show potential guests what value will be offered if they choose to attend.

Emails seem to be a bit old fashion or obsolete at times, but are still when done correctly, an amazingly effective and useful tool in any conference organizer’s toolbox. There are many new email platforms available today that will create a series of communications desired by most companies and event organizers. Mailchimp is one such program that allows you to reach many participants. Using a service such as Mailchimp and in combination with fresh content in each email, will give valuable content and have an impact on the reader.

Keeping the email short, you should be able to read the main points in just a few seconds, which is an effective way to pull in potential guests. Specials such as Early Bird pricing or offering discounts to local attractions close to the venue, will engage your guests in not only the content of the meeting but will create curiosity regarding the location and any tourist attractions that may be nearby.

Conclusion

Your emails should be concise, clear information, that can be colorful and always have a strong subject line that draws in the recipient’s attention. Images and photos are not necessary if the correct verbiage is used but can be included to spotlight certain aspects of the conference.

Aligning your goals, venue, theme, promotional events, and potential guest/speakers will bring to fruition the business conference or event that every company dreams of.