subject: Top 5 Expert Secrets For Preparing An Event [print this page] Have you ever wondered what makes a conference event really special?
You probably expect that good planning is the underpinning factor, and you would be right, but experts will tell us that by following five secret tips, any event organiser can stage an event to be proud of.
Before we get to the secret tips however, let's remind ourselves of the importance of planning too.
Developing a detailed plan for your event is vital to its success, and you should begin your project many months in advance of the planned date. You need to estimate the numbers of attendees and the space that you will need to accommodate them to choose the right conference room. Then there is the technical side which involves playing the use of audiovisual materials, computers, lighting and specialty audio equipment not to mention any special technical production you need to have finalised prior to the event.
But, assuming your planning is all done what do the experts tell us are the real ingredients of success?
Here they are:
Save money by using your own equipment. The benefit of using your own technical equipment, if you have any, is that you can practice before the event to ensure everything will go smoothly. This particularly applies to presentation materials that require computer usage or the use of specially designed Internet pages which will be displayed during the presentation. If you do not test until the day of the event it may be too late to remedy the situation easily. All too often computer failure results in a timely delays not to mention embarrassment. Plus, using your equipment will save you on the bottom line.
Seek sponsorships. With the all too common product placements we see in movies and television shows these days it is no wonder that savvy event planners seek to use high-profile products during the seminar. This is particularly the case when you come to choosing audiovisual equipment or display equipment like television screens, and you'll be surprised at the number of companies that will leap on board to have their names publicised if the event is large enough. If manufacturers are not happy to come to the party, you can also speak to major retailers who are all so keen to have their name prominently displayed wherever possible.
Press releases. If you are staging an event for which you are charging an admission fee, press releases are an excellent mechanism to gain advance publicity and bolster your attendance rates. You will need to engage the services of a journalist or copywriter to maximise the impact your press release will have.
Collate data. By making sure that you collect information about every aspect of your event, you are well-positioned for future conferences by utilising the information you have garnered.
Follow-up. As part of your data correlation process it is imperative to contact as many attendees as possible after the event to obtain their comments in a number of areas. The feedback you receive will stand you in great stead for improving your next conference.
Although most conference venues and function centres will assist you with most of your planning and with the technical side of your event, the above five tips will ensure not only greater success but will help you stand out from the crowd.
