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  • Regi Publico

Important Things Event Companies Look At In Planning Hassle-Free Conferences

Updated: Oct 26, 2023


conference planning companies
Conference Planning

Unexpected is not something that you want to hear when it comes to conferences. Instead, #eventcompanies want everything to go as planned - as smoothly as it can be. Whether it’s a small meeting or a big annual conference, every company wants everything to run like clockwork.


If you own an #eventcompany or are looking to get into the business, surprises are not what you want. Instead, you need to look at several components to cut down on the chaos and issues that can come up during an event.


Here’s what the established and successful event companies look at when planning for a hassle-free conference.


1. Goals and Objectives of the Conference



During the planning phase, you need to confirm a few details first. Every event is different and requires a variety of prep work from your side. You would also need to consult all details with your clients and make sure to have a way to achieve the purpose of the event.


What are their ultimate goals for the event? Are they looking to drive sales? Get more speaking engagements? Talk about current events and improve brand awareness? Are there multiple goals that they need to meet?


Determine their objectives for the event and work towards using them to support your ultimate goal. Objectives should be possible and measurable. These details can include a percentage increase in revenue, sales, registrations, pre-orders, brand mentions/follows.


Are there sustainable options that lead towards eco-friendly choices for the conference? Sustainability can be a powerful metric that can improve the integrity and marketability of the event itself. Consider the scope of the event and make sure to work only within the specified budget.


2. Budget



Speaking of budget, every event company worth their salt will do whatever is possible to keep within budget, and for a reason. At the end of the day, a conference is still a type of business. Depending on your goals, you want to stay below budget or right at it to ensure that it’s worth your time.


Are you looking to make a profit, or are you happy with a breakeven? Are you raising funds for charity? Will participation be free or charged? What are the ways for you to increase your budget?


Whatever you or your client decides, the answers to these queries will be something that will be important to your conference budget. It will dictate how many features you can add to the entire event and how much leeway you can get with your finances.


3. The Events Team



Once you have your budget down pat, start building your events team. Every conference has several needs that you have to handle for everything to run as smoothly as possible. Most events teams consist of no more than ten people, with the usual number going somewhere between 2 to 5 people.


Expect every member to wear different hats, so you want your team to have overlapping skills. If you plan on going with a team of fewer than five people, you want members who can handle:

  • Project management

  • Site supervision

  • Creative design

  • Supply chain and logistics

  • Marketing and communications

  • Registration


Supply your team with the tools they need to ensure that the event can succeed. These include project management trackers, as well as access to marketing and social media tools.


If you plan on going with a big team, you want to consider what bells and whistles the conference will have. Consider food, drinks, facilities, hotel reservations, and event sponsorships. Security should also be something you want to handle if you plan to have a big enough audience.


4. Lighting, Audio, and Logistics



Before you plan towards the intangibles of a conference, it’s crucial to look at the small things first. Consider the logistics of your business. Ensure that your team accounts for all the physical needs of the event. Plan for everything, from lighting, audio to seating arrangements in the event.


Keep conference event lighting in check. First, talk to your clients about the kind of lighting that they would need for the event and create suggestions as required. Then, create a project plan that takes into account the scope and budget of the event.


Make sure the conference sound system is properly set up. Regardless of the size of the conference, have more than one microphone in the same room and balance it according to room size. For big conferences, a soundboard/mixer should help with professionally routing the sounds.


Plan for health and safety within the conference. Set up a risk assessment of the location and if you need added security detail, especially if you’re expecting a rowdy audience or a room full of high-powered individuals.


5. Grants and Sponsorships



Every conference, regardless of the scope or topic, needs sponsors. So as long as it’s a business event, regardless of whether it’s a cardiology conference or a charity event, you want people and companies who will boost your sources of revenue.


Talk to stakeholders for the concert and see if they are willing to have corporate sponsors. Find businesses whose values align with the values that the event wants to advocate. Start with sponsors that are willing to fund similarly-themed events and conferences.


Consider how much sponsored branding will be available for the conference. Do you want giveaways paid for by your sponsorship? Are there companies that give away grants for events similar to your own? Will they be speaking at the conference?


You want to consider funding for the conference but not at the expense of the event’s integrity. Know where to draw the line.


6. Marketing and Promotions



There’s no singular tried and tested way to market your conference. Every conference needs a variety of promotional materials, from social media, advertising to email marketing. Consider the channels where you expect the conference’s target audience to be more receptive to promotions.


Set up teaser campaigns and see if you can have early-bird promos to encourage a buzz. When it comes to promotions, team up with your sponsors and use consistent email marketing to drive up the hype. Send reminders for the event, so nobody forgets about the conference.


Final Thoughts


Beyond setting up a contingency plan for any potential issue, you can only do so much to get a hassle-free conference. Of course, what can go wrong will go wrong, but that doesn’t mean you should not look into crucial details to help the event run as smoothly as possible.


If you’re ready to start planning, use these tips to prepare for your conference. Every little detail counts, so get ready for everything. You could also engage a professional conference event planning company for a one stop solution to all your needs.


 

This article was written by Regi Publico for Electric Dreamz, an event company in Singapore. Regi Publico is a full-time writer based in Manila who is also an artist for fun. She takes pride in her towering collection of books and loves reading about anything under the sun. She is passionate about sharing her knowledge through every article that she writes.


Here is a fun video by Electric Dreamz, a conference event planner in Singapore, on why team building and team bonding is important for your staff.



Here is another video by our event company on some of our past events.



For more fun videos by Electric Dreamz, an event company in Singapore, visit our event company YouTube channel. Also feel free to visit our event company blog page for more event company related blogs.


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