Below are some top tips for event planning which will help you build on your associations events and attract delegates year on year. For a lot of associations, those that are trustees or part of a council, often give up their free time to run associations and societies for the benefit of the members. Professional Conference Organisers (PCOs) like us at Fitwise are here to assist with the planning of events to allow your association to focus on the programme and provide the best possible educational opportunity for your members.
Tip 1 – Take time to see the venue for your event
You should take time to see your chosen conference venue so that you can get to know the space. This allows you to discover and make use of everything that will be available to you on the day of your event. A PCO can offer insights into the different venue offerings which are available to help enhance your event. There’s a lot to understand and consider when picking your venue, so be sure to understand the importance of site visits.
Tip 2 – Increase the accessibility of your event
Make sure that you are making everyone feel welcome by increasing the accessibility of your event. This could be by making sure your venue has accessibility features like ramps at entrances or putting in place interpreters and captioning services, as well as providing clear signage. As a PCO we could help you make your event more accessible.
Tip 3 – Consider your event profitability
Set a budget for your event and think of ways you can make it more profitable. This could be by increasing sponsorship opportunities and widening your marketing of the event. Lots of aspects can affect the profitability of your event and some of the key things are getting your branding in place early and publishing your programme within plenty of time to entice delegates to register. A PCO can work with you to cover all these aspects and create a budget.
Tip 4 – Engage delegates with interactive elements at your event
You can include things at your event to increase the interactivity for delegates, keeping them engaged and interested in your event from start to end. Think of things like an event app, hosting surveys, programmes and real-time announcements, you can also add gamification throughout your exhibition. You may also ask exhibitors to host sessions on their stands, including hands-on experiences and VR simulators. You can also make the addition of a social programme to your event as well, such as a conference dinner or networking night. As a PCO, we’re full of suggestions to make your even more interactive.
Tip 5 – Put in place sustainable practices at your event
Whether you would like to go fully net zero or make more sustainable choices for your event, there are lots of things you can do within the events planning to make it more sustainable. This could be encouraging car sharing, encouraging delegates to bring their water bottles and their own lanyards, as well as reducing the amount of printed material you have onsite. Understand how a PCO can help support your sustainability offering and more of the actions you can be taking.
These are just a few tips to get you started and you can dive deeper into our blog series for more information. Having a professional conference organiser can enhance your event by assisting you in the decision-making process, freeing up your time to focus on the important educational elements. We also offer onsite event management which can help you on the day of your event, so be sure to check out those benefits and think about what having an event manager could do for your event.