4 top tips on planning the perfect conference

06/12/19

Every year, thousands of people in the UK flock to various conferences with the intent to network, learn and inform. They leave with new knowledge, new connections and a “swag bag” full of conference goodies and the organisers are left with pride and accomplishment. Planning and executing a conference is a very rewarding experience. It’s so great to see something you’ve created come to life. There are many aspects to consider when planning a conference, and it should run smoothly if you are organised.  At Sedgebrook Hall, we’ve hosted many great conferences and our team has a wealth of experience in all aspects of the organisation. We’ve created a guide on 4 stages of conference planning that are all vital for a successful event. Click here for some useful tools you can use when managing your conference.

 

4 top tips on planning the perfect conference

 

Preparing

Preparation for a conference is key. Ideally, the earlier you can begin planning and preparing, the better. Have a “kick-off” meeting with your team to make the initial decisions. Follow up with regular catch-ups with your team, either in person or via skype. This is vital to ensure everyone is on the same page and you are organising comprehensively. In the meantime,  use a spreadsheet to record all the planning and purchasing you have made. Use an interactive spreadsheet, such as Google Docs, so everyone on the team has a live update of what’s been done and what needs organising, include budget, location, venue, guest list and catering. Click here for some useful tools you can use when managing your conference.

Marketing strategy

Create a seamless marketing strategy to ensure the best turn out. The best strategy depends on the type of conference you’re having and the subsequent target audience. Ensure you have plenty of time to plan so you can maximise your marketing strategy and use it to your advantage. In your team, you should have a someone with prior marketing experience who can advise you. According to Eventbrite, 25% of traffic to event registration pages comes from social networks. Click here to find out more about social media strategies for conferences. Social media is a massive part of a marketing strategy and work needs to be done before, during and after your event. Click here for tips on event marketing strategies.

 

4 top tips on planning the perfect conference

 

Speakers

If you would like external speakers at your event, again, time is of the essence. Create a list of potentials and reach out to them as soon as possible. Speakers likely have busy schedules and don’t want to feel pressured into making a decision. Social media is a good platform to find relevant speakers and get in contact with them easily. Up and coming speakers are often happy to speak for free or a lower budget in order to get exposure. It’s nice to have a mix of both new and experienced speakers at an event, and this makes for a range of talks for your delegates.  It’s a nice touch to have the organiser of a conference as a speaker as well. Don’t be afraid to prepare something to say and ensure you thank all delegates and speakers for their time and attendance.

 

Evaluate

The aftermath of a conference is just as important as the planning stage. Always follow up with delegates, speakers, sponsors and anyone else involved in the conference. They could suggest improvements, let you know what you did well and help ensure your next conference is even better. Meet as a team and discuss how it went. Did you meet your objectives? What could have gone better? Keep a record of your thoughts and you can use them to plan your next one. Click here to find out more about measuring the success of your conference.

At Sedgebrook Hall we have 22 conference venue rooms based in Northampton which can be organised differently depending on the type of conference. Our team can cater to a range of requirements depending on what you have in mind. Sedgebrook Hall has the latest in AV technology, a range of modern amenities and the experience to help you host a fantastic conference. We are located in the charming village of Chapel Brampton and 5 miles from the M1, 6 miles from Northampton train station and town centre, and a 40-minute drive from Birmingham Airport. With this fantastic location, you’re sure to maximise your turnout. Don’t hesitate to get in contact for more information.