The only point you engage various stakeholders in the industry is through a conference or a seminar. This function acts as both a formal and informal meeting. The stakeholders come with different objectives, of course in line with the theme. If you have a chance of organizing and being at the forefront of handling a conference you must consider the following factors:
• The expectations of the attendees
• Tailor the sessions in line with the theme
• Communicate on the date and venue early for planning purposes
• Choose a site that is convenient for all. Imagine organizing a conference in a country that faces a political crisis- automatically you are bound to fail. In fact, the best venue should be in a central place according to the target market of all the participants.
Open the conference for all that wish to participate. It is only possible when you do proper marketing for the function. Some of the marketing strategies ideals for a meeting include:
• Marketing automation campaigns
• Email marketing
• Audio and print media
• Social media
• Courtesy calls to relevant offices.
You cannot afford to leave the business and corporate entities out of the equation. It is also a marketing strategy for them at the same time; this also acts as networking sessions for the participants. For example, if you are planning for an environmental assessment conference targeting the global brands in the field of environment, then you must choose a location which is central, and the security of the participants is guaranteed. Also, the host country must be renowned for top-notch hospitality facilities. People take advantage of these conferences also to tour the areas.
Once you manage to get the ideal number of participants than you also need to give them value for the money and the time They must learn something out of the conference. It is possible when you even choose the right lead personnel to lead the sessions. It is also a motivating factor and a reason for someone to make a timely decision to attend the conference. In the environmental assessment conference led by the UN Secretary-General then it will be treated with all the seriousness it deserves. That alone is enough to attract a broad audience.
Once you register the participants on arrival whether it is a residential conference or a non-residential conference; ensure their comfort is of high standards. Give them the program of activities and what is expected of them and directions to all the social amenities within their reach. The contact list is ideal for follow-up as well as adds to your database for future communication. While sending a word about the conference, be clear and precise on the theme and your target market as well as the beneficiaries. Be tactful and use broad terms that are inclusive yet specific.
Handling a conference whether for the low end or the high-end market is not an easy task; your experience and expectations of participants is your point of reference in the organization and planning of the function. The chance to plan a conference dictates the direction of the business, use it to your advantage- do the best to get more opportunities for planning- meaning more business.