Organising your very own business conference is no easy feat. There are so many things to consider that it’s worth ensuring you’ve got access to lots of hands who are willing to give you assistance should the need arise—an event management company is one of them. That said; running an event of this nature can be exceptionally rewarding, especially for your own business, as it will provide a lucrative marketing and awareness avenue that most firms never get to take full advantage of. With that in mind, this article has been written in an attempt to fill you in on everything you need to know about successfully navigating your first conference without encountering any major issues.
So, give me your full attention for the next five minutes or so, and I’ll do my best to make your life a little bit easier. Obviously, there will be lots of elements that don’t get mentioned in this short post, but at least you should be able to deal with the basics once you’ve finished reading. Don’t get me wrong, I’m no entrepreneurial genius, but I have organized events like this numerous times, so my advice will be invaluable.
How To Select The Right Venue
It would be very useful if you knew well in advance how many people are likely to attend your event. This will make it much easier to select the perfect venue to hold your conference. The best way to go about this is to send out casual emails asking who would be interested in attending long before the formal invitations are posted. Once you’ve got a ballpark figure, you can start looking at different venues able to accommodate that many people. A banquet room, exhibition centers and theatres are usually best, but your choice is your own. You may also need to rent a portable stage in case the venue of your choice doesn’t have one.
If you’re hosting an informal outdoor event, a custom canopy for the representatives of each company seems like a great idea. You should also provide decent bathrooms for the guests even if they’re outdoors. As a solution, there are special event restrooms you can rent.
Apart from the venue, several suppliers and services will be needed for your event. One of them is the videographer. You want to record the event and in some cases, you may also need to livestream the whole business conference in your company’s social media pages. This is why hiring professionals for AV labor is essential. You need to find reliable A/V Company services available on the day of your event.
You may also consider getting some game rentals for corporate events to make your event interactive and lively. And of course, a successful event is not complete without an excellent catering service. Talk to several full service catering companies and sample their foods so you can choose the right one for your event. Finally, you may need to hire an event security services company to maintain the safety and security of the guests and attendees. An unarmed security guards service would be perfect for business conferences and other formal events. For more security services, see this site.
If you want someone with experience to plan and organize the event, you may look for event planning companies like DFW Celebrations and just let them take the reins.
How To Find Sponsors
To decrease the amount you have to spend on the conference you’re planning, it’s wise to start looking for companies and individuals who would be interested in sponsoring it during the early stages. In return for their sponsorship, you should offer the companies an information stall or better yet; a speaking slot to allow them to promote their brand. It’s this kind of “you scratch my back and I’ll scratch yours” mentality that makes these events a success.
How To Find Speakers
Now the venue is booked and paid for, it’s time to start looking around and finding suitable speakers who have something relevant to say. Obviously, these people should work within the specific industry you’re cater for and have significant expertise and public speaking skills. You’ll probably do well by advertising your search online. Also, if you want to make the event even more enjoyable for all attendees, booking a celebrity speaker like Jimmy Carr or even Bear Grylls to host the event could go down very well.
Hopefully now you’ll be a little closer to achieving your goal of running a successful conference that people will want to attend over and over again. Actually, apart from the potential to get your brand out there, these events can also reap significant financial rewards when approached in the correct manner.
Good luck with everything, I’m certain people will be talking about your event for years to come.