Large-scale events and conferences are exhausting no matter how prepared your team is, but with practice, a lot of planning, and industry professionals you trust, they are more than worth that extra energy.
If your organization is hosting a conference with hundreds (maybe even thousands) of attendees, don’t panic about the numbers. Your job is to create an event that serves your group. Create a target attendee profile, and figure out what problems you can solve for them. Consider polling a focus group and/or surveying your intended audience as a part of the pre-planning process.
Once the date is locked and the general plan is set, it’s time to scrutinize the details. As a planner, your stress level during conference week is directly correlated to the number of details and problems you anticipated weeks earlier. You can’t avoid every issue. There will be missteps. Learn how to address them quickly with humility, and you’ll be even more prepared for next time.
As an event planner with more than a dozen national conferences under my belt, I’ve experienced more than my share of fumbles, but I’ve also witnessed some unforgettable wins. Here are some tips to help you reach more of those wins and fewer fumbles during your next event.
- Build relationships and get more concessions with long-term venue contracts.
Hotels and conference centers want to project revenue as far into the future as possible, and they’re willing to reward groups who book early. I’ve seen organizational boards reject multi-year contracts because of financial risk, but the contract they signed a year later cost them $10-20k more in the long run.
- Make registration and check-in as seamless as possible.
We want to know everything about our attendees, but answering 20 questions in the online registration and then another 15 at check-in creates fatigue for your guests. These interactions set the tone for the day’s agenda. Ask yourself what you truly need to know, and be mindful about where you place each question. Let check-in be friendly. Build connections among attendees, staff, speakers, and exhibitors.
- Choose a variety of speakers based on content, delivery, and background.
Not every speaker has the same style, and not every attendee has the same preferences. Some speakers are great lecturers, others are interactive; some speakers are educational while others are entertaining. Try a blend of speaking styles throughout your agenda so, as a whole, your event isn’t educational – but too dry; entertaining – but lack substance.
- Save space in the budget for the right photographer.
When a budget starts feeling a little cramped, creative is always the first thing cut. But I promise you’re going to want quality photos from this event you’ve been working toward for months. Showcase the learning, the joy, the networking, and the problem-solving your event inspired on your website, on social media, in fundraising campaigns, and more. Chris Ferenzi captures those shots instinctively as well as any unique requests you may have.
- Create easy opportunities for attendee feedback.
You know the event was a smashing success. Now you need the data to back up that claim. Don’t forget the post-event survey to guests and speakers. Craft questions that lead attendees toward positive reviews, but give them a space for constructive feedback as well. Mine for quotes and percentages you can use in future marketing campaigns. “Everyone had a great time” doesn’t hit the same way “95% of attendees rated this event 5 out fo 5 overall.”
There’s so much to event planning, whether that’s a small local fundraiser or a massive week-long conference. If your organization is hosting an event, and you don’t have enough people to give it the time and attention it needs, consider calling in reinforcements.
I’m Heather Cazad, and I founded Cazad Events and Communications to serve nonprofits, community organizations, and small businesses with strategic event planning and communication services. Your staff is busy running your programs. Let us help you ease their burden and reach your goals.