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Strategies for making your next event a top-notch affair!
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February 2016

Conference Edition


Whether it’s a customer event, a trade show, a ladies conference or an annual convention for a civic organization, there are many elements that you’ll need to consider in order to plan a conference successfully.


DETERMINE YOUR PURPOSE

What is the desired outcome for your attendees? The answer to this question will determine where you focus your resources:

I want them to be Educated 

If this is a training event, focus your resources on meeting rooms and technology. Be sure that presentation screens are large enough to be easily read – if not, have handouts available so attendees can follow along.

Keep an eye on temperature control - don’t let the room get too warm. Reserve your most interactive sessions for the hour or two after the attendees have had lunch to avoid the inevitable lunch coma where people stop learning and start dozing.

Rehearse your presentations! Be sure the information you are providing is relevant to all attendees.

I want them to be Impressed

Impressed with what? Impressed with the amount of money you spent on them? Impressed with your organization and your products or services? How can you orchestrate your message and your activities to provide an impression that will last long after the event has concluded?

I want them to be Motivated

Motivated to buy your product, to change their behavior, to take some other action? If motivation is your primary goal, pay close attention to the speakers and staff members that will address and interact with your attendees. Make sure that they understand and believe in the mission of your organization and the purpose of your event.

Motivation can be achieved when you create some excitement and think outside the box. Encourage casual attire, and incorporate lots of music. Make sure you plan healthy meals and snacks, great entertainment, lots of free time, and a mindful message and tone that invokes personal contemplation. 

I want all of the above!

Accomplishing all of the goals listed above will require a lot of manpower and a lot of planning but it can be done.  If done well, it will become an event that people will remember for years!

Remember, if you plan with purpose your event is bound to be a success!

Event Planning Roundup


Check out a few of these conference planning tips from all industries and levels of expertise:
  • The importance of incorporating a contingency plan into your event.
  • "Wiring the Rez" - a great example of an event where organizers have a clear mission that is reflected in their agenda - follow the link to their registration website for more inspiration.
  • A farm-to-cafeteria conference in Madison, WI incorporates an on-site garden experience, workshops, training, and local perspectives to their event. What kinds of out-of-the-box experiences can you incorporate into your event?
  • "We worked cohesively as a new team and learnt to solve complex problems we probably would not have experienced in other aspects of university life." Students who saw a need and created a conference to fill it.


From the EVENTures Blog Archive 

 
~ Attending a Conference? Make the most of it! 

~ Selecting the right Keynote Speaker can make or break your conference; here are a few things to think about before your select the person that will set the tone for your entire event!

~ Select a theme for your conference to unify your entire event, from breakout sessions and keynotes to food, fun, and decor.
 
Want more? Go to our website to see the complete EVENTures blog.
 It's important that the venue you select has the capacity to comfortably accommodate your attendees, and that you have a contingency plan if your attendance exceeds your original estimates.  Have stacks of overflow chairs in each room, offer a repeat of an especially popular topic, or locate the breakout in a space that has the ability to open an air wall to expand.  
Conferences are a great place to build relationships. This can be achieved when you create some excitement and think outside the box. Encourage casual attire, and incorporate lots of music. Make sure you plan some great entertainment where people can interact and get to know each other (Casino Night anyone?), and lots of free time for conversation and networking.

Rise to the Occasion...


A large service corporation planned a customer event at a large hotel near their headquarters. Customers were flying in from all over the United States, and the event planning team had worked tirelessly on every detail. Then, two days before attendees were to arrive, the sprinkler system at the hotel malfunctioned and all of the ballrooms were completely flooded, rendering them unusable.

A situation like this can surely make you feel like curling up in a corner, but as an event organizer there's no time to panic. The corporate event team and the hotel got to work; they were able to find another local venue that had the space available to accommodate the conference. There wasn't a lot of sleep that weekend, but by Monday morning it was as if the event was always meant to be held at the new venue.

The reason this conference ended up being a huge success despite the snags is because the planning team was able to think on their feet and improvise; they used the P.A.R.T.Y. plan.
 

The P.A.R.T.Y. Principles of Successful Event Planning are:


P is for Preparation - visualize your goal, identify mission-critical activities, and create an action plan.

A is for Agility - the ability to think on your feet and adjust your plan when necessary.

R is for Resolve - staying physically and mentally strong in order to maintain your momentum and persevere.

T is for Team - assemble a trusted team to implement your plan.

Y is for Yes - take your events to a new level by saying YES to new ideas, new opportunities, and new adventures!

Fresh ideas are always being shared on social media; follow event planners on Twitter such as @EventMB and @BizBash. Or join LinkedIn groups like Event Planning and Event Management to gain insight from event planning professionals from around the globe.

Rise to the occasion! Linda Joyce Jones

Everyone can benefit from acquiring event planning skills. Once you learn the proper techniques and tricks, you have the potential to:

  • Maximize the proceeds from fundraisers
  • Organize a more successful conference or trade show
  • Conduct more effective meetings
  • Create memorable occasions for your friends and family
  • Become a stronger and more valuable leader in your career
Linda can tailor her speaking programs to any organization or event; Non-Profits, Civic and Community Groups, Businesses and Corporations, Women’s Groups, or Meetings and Conferences.  For a list of programs and more information, check out the website LindaJoyceJones.com
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