Conferences can be very beneficial to a company, organization or industry. Conferences typically occur annually and are represented by the letter “C” in MICE (Meetings, Incentives, Conferences and Exhibitions). When planning a conference, many different factors must be considered in order to minimize stress and ensure success. Conferences come in a variety of forms, ranging from academic and international to internal to corporate. The focus of this post will be on setting up a successful external conference for a sector or industry.
Want to Hold a Conference? Benefits of Holding One
Conferences are a great way to bring people in a particular field or industry together, particularly if a large number of potential attendees are located overseas. It’s the perfect environment for sharing ideas, networking, and learning more about current industry trends and information among peers and other professionals.
Planning a Conference
Like any other type of event, conferences need some advance planning with various factors taken into consideration. Make sure that everything is done properly to ensure that the conference works smoothly and that everyone has a nice time, as in some circumstances hundreds of people may attend. A few things to consider for organizing an internal conference are listed below.
Set Objectives
Conferences need to have a clear objective that will inspire potential attendees to make the time and effort required to participate. Key questions need to be asked regarding why a conference is being held, as just bringing people together is not a good enough reason for holding one. Ask WHY this event needs to be held. WHY do you need to bring the people together in one place? Develop your conference around objectives that can unite everyone. Objectives that represent what is going on in the industry, where things are heading, and how attending the conference will be of benefit for attendees.
Establish a Concept and Format
A conference can benefit from having a cohesive theme. The conference’s theme could revolve around prevailing industry trends or the overall state of affairs on a given topic. Will there be a hybrid mix of in-person and virtual sessions at the conference? For what duration will it last? What number of speakers are planned? For how many sessions? Choose the primary topics you want to discuss in order to reaffirm important themes. Utilize these ideas to construct enjoyable experiences and moments during and after the conference to leave attendees with fond memories.
Choose the Right Venue
Selecting the ideal location will determine the type of conference that takes place and the kind of experience that attendees will have. Although the location will probably take up much of the budget, make sure there are sufficient funds set aside for other conference-related expenses. To ensure that participants can concentrate entirely on the proceedings, the ideal spot would be distant from any potential distractions. Choose a location that is appropriate for the anticipated number of attendees—neither too big nor too small. A location that is too big with too few attendees could inadvertently lead to the impression that it was unsuccessful, while one that is too small for the number of people in attendance could make the event feel overcrowded. Make sure the venue is conveniently close to hotels where attendees can stay as well as easily accessible by vehicles and public transportation. Food and beverages also play a significant role. While some places require hiring a catering business, other venues offer their own catering. Recent years have seen a greater variety of choice when it comes to venues. For example, in Japan, castles, shrines and other unique venues have become more popular as places offering a unique ambience while still being affordable and easily accessible.
Set the Best Date
When planning a conference, one of the most crucial choices to be made is the date. A conference with fewer than 300 attendees may typically be completed in a single day. For larger conferences, two or more days would likely be better. Confirm that the date does not coincide with any other significant conferences, events, or holidays since this could prevent some from attending and make it more difficult to organize travel and lodging. If possible, set up the conference so that the last day should ideally fall on a Friday to allow participants to spend the weekend exploring the local area.
Find Appropriate Speakers
An especially appealing part of any conference is its speakers. Their thoughts, experiences, and tales have the power to uplift and inspire an audience. Selecting the appropriate speakers will increase attendance at your conference. Seek professionals and experts in your industry, in your company or organization, or even through personal ties, to present at your conference. Naturally, some speakers are in great demand, so if you have a particular speaker in mind, be sure to find out as soon as possible.
Provide Networking Opportunities
Opportunities for networking are everywhere at conferences among attendees. Allow people plenty of time to socialize and network not only during the conference but over food and drinks in a casual setting. Conferences serve as a great opportunity to build new relationships, exchange ideas, hone skills, and gain more knowledge about the industry as a whole.
Summary
Organizing a conference, no matter what purpose, size and scale, needs preparation to ensure that the offerings will benefit the attendees and foster camaraderie. JTB has expertise in organizing conferences for both internal and external audiences, whether it be academic or corporate in nature, or even involve international travel.
To learn more about how we can assist you with conference planning, get in touch with us. https://www.jtbusa.com/meetings-events/contact-us.
