01 Feb CORPORATE MEETING PLANNER GUIDE: PLANNING BETTER CONFERENCES AND CONVENTIONS
As a corporate meeting planner, mastering the complex logistics behind large-scale conferences and conventions is an immense yet rewarding undertaking. Apply the following 10 proven planning tips for orchestrating a seamlessly run, highly engaging company event packed with value for all stakeholders:
1. Start by clarifying core objectives, themes, and takeaways based on what company leaders aim to achieve through the event regarding messaging, motivation, training, product launches etc.
2. Construct a detailed timeline counting backwards from the event date covering everything from venue booking to post-event feedback analysis. Buffer extra time entering crunch periods.
3. Research venues able to comfortably accommodate projected attendee volumes with desired room/hall configurations plus adequate exhibit, catering and A/V capabilities based on agenda plans.
4. Curate unique content across keynotes, breakouts, workshops, entertainment and more that balances motivating performances with tactical training and idea exchanges.
5. Recruit speaker talent combining respected senior company leaders along with industry pioneers and trendsetters able to attract broader audiences.
6. Promote early and consistently across communication channels like email, social media, and trade platforms. Highlight unique programming, big-name speakers or performances, and early bird rates to drive timely registrations.
7. Design attendee welcome bags or gifts along with ample branded conference signages and event merchandise to create an immersive experience from arrival onward.
8. Enable networking through a user-friendly conference app with interactive tools like live polling questions, 1:1 messaging, discussion groups based on shared interests and more.
9. Assign sufficient staff roles for registration, technical support, wayfinding services, venue coordination, stage management etc. to manage issues proactively without speaker disruptions.
10. Develop engaging ways to gather actionable, comprehensive feedback during and post-event regarding programming, logistics, technology, content gaps and opportunities to guide future planning.
Following a well-timed game plan using these conference planning best practices will ensure every operational detail directly fuels an exciting, educational, inspirational large group experience that perceived as a smashing success across the organization.