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conference event planning

August 14, 2013Tips and TricksAndy Griffiths

The ‘must don’ts’ of conference event planning.

If you’re an event planner, you’ll know that setting up a successful business conference involves a lot of lists. Humans love lists. It’s how many of us get through each day and they are a fantastic way to ensure the end result contains all of the constituent elements which make whatever it is that’s being planned a success.

‘Must dos’ are typically what we list when planning something. Just as important, however, are the ‘must don’ts’, although many are often and all too easily overlooked. The following list might feel eerily familiar, but it contains the key things every event planner should avoid overlooking when organising a conference!

1) Don’t forget to facilitate networking. It’s a business phrase lots of people dislike, but there is no escaping the fact that connecting with like-minded individuals and businesses is one of the main reasons people attend conferences. An event which is simply filled with speaker after speaker will provide limited networking opportunities for attendees and might put them off attending again in future. Include a time and place within the proceedings for people to network.

2) Don’t skimp on audio/visual equipment. Even if your venue contains a house PA and lighting, tread carefully. There’s a chance it will have been used and abused and there might be a lack of expertise onsite. Call in the experts to ensure your event can be seen and heard!

3) Don’t forget where you are. Use the local area in which you are holding your event to inspire the content and decor of the conference.

4) Don’t forget those with batteries! By batteries, we mean mobiles, tablets, laptops… you get the idea. Most attendees will have something which might need charging or constant power – help them out by providing charging stations or easy access to power.

5) Don’t waste trees. We are all forever being told to save the planet, and your next conference event is the perfect opportunity to do your bit. Avoid printing off reams of paperwork for attendees; where possible, go digital by using emails and downloadable PDF documents – it will actually be far more convenient for everyone and such correspondence is trackable. Paper isn’t!

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