Step 1: Start with the goal in mind
Before you start planning, first define what you really want to achieve with the conference. Is it to train staff, to strengthen team spirit or to present new ideas and strategies? Take the time to really think about what you want participants to take away from the conference. This will influence everything from the choice of venue to the agenda, so it's important to have the objectives clearly defined from the start.
Step 2: Create a dynamic program
We would argue that a well-planned program is the key to a truly successful conference package. Carefully review the program in advance and make sure it is feasible and feels dynamic for participants. One way to do this is to alternate lectures or presentations with more relaxed, interactive sessions and stimulating activities. This gives participants time to digest the information, to maintain a good energy level and to interact with each other.
Step 3: Time for a site hunt!
The location of your conference can make all the difference! An inspiring environment will make your conference that much more memorable and appreciated. Think about the needs and convenience of your participants - is it easy to get to the venue from bus/train stations or airports? Is there sufficient parking close to the venue? Does the venue offer enjoyable activities and good food? Does the venue have the technical resources you need, such as Wi-Fi and audio-visual (AV) technology? Are the staff flexible and pleasant to work with?
Step 4: Chill and confer: balance is key
A good business conference is not just about work. Strive to create a comfortable and welcoming atmosphere where participants can not only stay focused, but also relax and enjoy the experience. This could include, for example, good food and drink, comfortable accommodation and some great shared activities such as a spa and sauna, dance classes, golf or perhaps sightseeing in the local area. Think about the details - little things like comfortable chairs in the conference room, good lighting and access to water and fresh fruit can make a big difference to participants' comfort.
Step 5: Set the right expectations with smart communication
Now that you've put together the ultimate conference package, it's time to help participants feel excited about the conference. How do you do that? Make sure everyone knows what's going on. Send out engaging and fun announcements about the time and place, for example via internal chat, newsletters or social media to share exciting advance information and introduce the speakers. Perhaps you could run some fun online competitions or start discussions on topics that will be covered? Use a nice hashtag and encourage participants to share their expectations. Send reminders, throw in some surprises and create a sense of community. This way, your conference won't just be an event to look forward to - it will be the talk of the year!
Last but not least - remember to follow up!
We hope that these five steps will help you plan the optimal conference package for your participants. Don't forget the last important step: following up with participants after the conference. Thank them for their participation and ask for feedback on what worked well and what could be improved, for example through an anonymous survey. This will give you valuable information that you can use to make your future conferences even better.
Want help putting together the perfect conference package for your event?