Negosentro | 5 Tips for a Great Business Conference | Planning a business conference can be stressful. You want everyone to get the most out of attending, but you also want them to have a good time. Here are five tips to help make your next conference a great one.
1. Choose a Location People Want To Visit
Start things off on the right foot by generating interest in attending your conference. After all, people generally have a choice about whether or not to go, so the more attractive you can make attending, the more likely you will draw your intended participants.
It may be helpful to consider that fitting traveling for a conference into an already overflowing schedule is easier if people actually want to go to the destination. Many attendees may even bring family members to make it a working vacation. Consider using a hotel like the Island Cay at Clearwater Beach that offers a great mix of recreational and business amenities for attendees and their guests.
2. Lay Out Clearly Defined Goals at the Start
Once conference planning is underway, establish clearly defined goals for what you want to achieve. Do not be vague here; it will only set you up for failure. Instead, list and describe exactly what you plan to share and what participants will get from attending.
If you are unfamiliar with using SMART goals, now is a good time to learn about them. Use one of the many templates available online to lay out your goals. This will make it easier to share the information with others in a clear and concise manner.
3. Set a Realistic Schedule
When you have lots of important information to cover and a limited time to do that, it is far too easy to rush through. However, that is a disservice to the information and the people who have traveled to learn it. That is why setting a realistic schedule is so critical to the success of your conference.
When planning the schedule, be sure to leave time for people to get settled when they enter the room and between different activities or events. This will help things flow smoothly, minimize disruptions to speakers and allow attendees to grab a snack, attend to outside calls or stop for a quick refresh without missing anything.
4. Be Prepared To Accommodate Special Needs
This is one area where taking time to have a plan in place will really pay off. Find out about any special needs among attendees. You may have guests who need to be near the front so they can see or hear better, while others might find that environment overwhelming. In other cases, individuals might need a seat that can accommodate a wheelchair or walker.
This type of accommodation extends beyond the actual conference activities. For example, if you are providing meals, ask about food allergies, sensitivities and preferences so that everyone can participate.
5. Plan Social Activities for Outside Conference Times
If you are hosting visitors from out of the area, you may want to consider adding in social activities. Consider arranging an optional preplanned even tor two for outside of conference hours. If you decide to go this route, be sure to leave plenty of time for guests to unwind between work and play.
It is also very helpful to provide suggestions — and possibly discount certificates — to local restaurants and attractions in your conference goody bags. These can help guests unfamiliar with the area find new places to eat and play.
A little planning can go a long way to making your conference go more smoothly. Considering the location and trying to provide activities outside of working hours may help attract participants. Define what you want to accomplish and then set a realistic schedule to ensure you accomplish those goals. Also, plan to accommodate any special needs or requests that come in from attendees.
