Ten tips for a successful conference
Are you looking for tips for a successful conference? Many questions can arise: Where should we go? What should we do? How do we get there? Finding a destination with travel, accommodation, conference venues, activities, and dinners is often just a Google search away. What we often notice is that people tend to create overly packed schedules that they usually can't keep up with anyway. The choice of activities is often guided by what feels fun, but it might not align with the purpose of the trip, or it might not even suit everyone in the group. This often leads to the group returning home more drained of energy than having gained something.
At Hansa Event, we work daily with planning and executing various conferences and events.
To ensure your next conference is as successful as possible, we've put together a list of our top 10 conference tips.
1 – Define the goals and purpose of your conference.
Do you want to develop a business plan, boost energy, or build a stronger team? Whatever your goal, make it as clear as possible and then give your conference a name. Outline your desired outcome, and afterwards, evaluate whether you achieved it.
2 – Budget – Set your budget and stick to it!
Your budget should cover conference venues, potential hotel rooms and travel, meals and refreshments, and any speakers or activities. However, what companies prioritize can vary. If the focus is on socializing and numerous activities, you might save by opting for more affordable accommodation. If excellent food and comfortable lodging are key, consider reducing the number of activities. If you wish to splurge on one dinner, you could choose simpler meals on the other evenings. Regardless of how you allocate your budget, remember that the conference cost should justify the time spent away from your company's daily operations.
3 – Location and Time
The conference location can be crucial for its success, and the earlier you book, the better. Ensure you choose a venue that aligns with the conference's purpose and is easily accessible for all participants. The conference's objective can also determine the best timing and location. Are you celebrating something, is it part of a kick-off, is the organization changing direction, or are new strategies being implemented? Also, review the calendar to avoid scheduling the conference near holidays or other major breaks.
4 – Conference Activities
Book activities that align with your goals and purpose. The activities should ideally break up the sedentary parts of the conference. Whether it's a walk, a bike ride, or a team-building activity. It is very important to consider that the activity should be adapted to everyone's conditions within the company, so that everyone feels included.
5 – Planning, Planning, and More Planning
At Hansa Event, we have a saying: 'He who fails to plan properly, plans for failure.' We cannot emphasize enough the importance of planning your conference. This doesn't just mean setting a clear agenda and managing bookings. It also involves having a contingency plan for unexpected events. What if it rains? How do we prevent things from running over schedule? Here, too, it's crucial to align with the conference's overall goal and purpose. The better your planning, the smoother the execution will be. Double-check with speakers and other external guests a few days before their arrival. Keep a close eye on timings to ensure you stick to the agenda and achieve your objectives.
6 – Schedule Time for Rest and Recovery
A common mistake we observe is booking too many activities. Remember that traveling, staying in a hotel, and constantly being together can be exhausting. While some thrive on this constant interaction, others find it crucial to have moments of solitude. It's also important that participants feel they have enough time for rest and recovery between activities. Allowing for downtime is essential to ensure everyone can fully enjoy all the planned events.
7 – Foster Connections Between People
Create opportunities for people to connect: Meeting others is a vital part of any conference. Provide participants with chances to meet and interact, perhaps through activities that encourage conversation, reflection, and plenty of laughter.
8 – Invitations and Building Anticipation
Send a clear invitation to your conference guests. Include details on what they should bring, any allergy or dietary requirements, and key dates and deadlines. If the destination is a secret, you can start building anticipation by dropping hints and clues, encouraging them to guess. This generates excitement among participants and helps them begin forming connections even before the trip.
9 – Reflection and Follow-up
After the conference, it's important to follow up on participants' experiences. Compare the results against the goals you set in point 1. And thank everyone for their participation and contribution to a successful conference. It can be beneficial to plan a concluding agenda item during the conference itself. Here, you can collectively reflect on what you've done, what the highlights were, and what everyone takes away from the conference. This provides a clear closure to the conference and ensures everyone can share their experiences with each other. If there are many people from your company, it's perfect to divide into smaller groups and then have the groups present to each other.
10 – Get help from a travel agency or event company – preferably local
The last point on our list is to get help from a travel agency or event company to execute your conference. It takes more time than one might think to book, plan, and carry out an entire conference. While it might seem more economical to do it yourself, and if you have a dedicated person in your company whose job is solely to organize conferences, then that's certainly an option. However, it often falls to someone who already has a full workload with other tasks. Plus, it can sometimes be challenging to find those unique venues and experiences for conferences.
Engaging a travel agency or event company that understands how to build a conference, handling all aspects, asking the right questions, and easing the burden on your staff, allows you to get more out of the conference together. These companies often have deep knowledge of the location itself, helping you discover those hidden gems and unique venues and experiences that you wouldn't otherwise find. Whether you need help with the entire event or just a few activities, assistance is available.
Best of luck with your next conference!
If you need help with any of these steps, or the entire process, please contact us. We can assist you whether it's for a small part or if you require comprehensive support.
