10ConferencePlanningServicesYourEvent ManagementCompanyNeedsToOffer
Planningasuccessfulconferencerequiresmeticulousattentiontodetailandefficient coordinationofallthemovingpieces
Eventmanagementcompaniesplayacrucialroleinensuringthatconferencesrun smoothlyandmeetbusinessgoals.
Inthisarticle,wewillexploretenessentialconferenceplanningservicesthatyour eventmanagementcompanyshouldprovidetodeliverexceptionalconference experiences.
1.VenueSelectionandManagement
Thechoiceofvenuesetsthestageforasuccessfulconference
Youreventmanagementcompanyshouldhaveexpertiseinidentifyingsuitable venuesbasedontheevent'srequirements,size,location,andbudget.Astrong networkofhotelandvenuerelationshipsiskey
Additionally,effectivemanagementofthevenue,includingnegotiations,contracts, logistics,andsetup,iscrucial.
2.EventRegistrationandTicketing
Registrationisavitalpartofanyevent.
Youreventmanagementcompanyshouldoffereitheraregistrationofferingin-house orrelationshipswithtopregistrationplatformstohelpyousetupandmanagethis process
Often,companiesthatprovideexclusiverelationshipswithcertainregistration platformsmaynotworkforyourcompany.Makesuretounderstandwhatplatforms theyworkwithandwhetherthosemightbesuitableforyoureventandcompany.
3.ProgramDevelopmentandSpeakerManagement
Craftinganengagingconferenceprogramiskeytoanysuccessfulconference.
Theeventplanningagencyshouldbeabletohelpyoucraftacompellingagenda, identifyandsecurehigh-qualityspeakers,andmanagetheirschedulesand requirements
Thetopcompaniesalsohelpdevelopthemes,identifytrends,andhelpincorporate experiencesthatimproveaudienceengagement
4.AudiovisualandProductionSupport
Technicalaspectssuchasaudiovisualequipment,lighting,staging,andmultimedia integrationgreatlyimpactthesuccessofaconference.Thisisnotanareathatcan beoverlooked,evenifyourA/Vrequirementsaresmall
Thecompanyyouselectshouldeitherprovidetheseservicesin-houseorhave strongrelationshipswithtopA/VcompaniesthattheycanbringintoyoureventThey shouldalsohavetheabilitytonegotiatewithhotelsforin-houseA/V,andproperly stafftheeventwhereneeded
5.ExhibitorandSponsorManagement
Conferencesoftenprovideopportunitiesforexhibitorsandsponsorstoshowcase theirproductsandservices
Youreventmanagementcompanyshouldofferservicesformanagingexhibitor registrations,boothallocations,logistics,andsponsorpackages.Theyshouldbe abletohelpyoudesigntheexpoflooraswell,fromboothplacementtooveralllook andfeelLogisticsrelatedtoload-inandload-outshouldbehandledbythiscompany aswell
6.AccommodationandTravelArrangements
Accommodationsandtravelarrangementsmightbeneededforyourconferenceas well.
Youreventmanagementcompanyshouldhavestrongpartnershipswithhotels, airlines,andtransportationservicestosecurecompetitiveratesandconvenient optionsforparticipants
Theyshouldalsobeabletofullymanagetravelschedules,includingairporttransfers, activitytransportation,andmore.
Makesuretheyalsohavecapabilitiestomanageissuesthatmightarise,suchas flightdelaysortransportationissues
7.On-siteEventCoordination
Smoothon-siteeventmanagementiscrucialforasuccessfulconference
Fromprovidedadequatestaffingtotroubleshootingissues,youreventagencyshould beabletobeonsiteandreadyforyoureventThisalsoincludesoverseeinglogistics, managingattendeeinquiries,staffingtheregistrationtables,andensuringeverything runssmoothly
Ultimately,theyshouldbeabletomanageanyissuesthatmayarisesoyoucan focusonhostingyourevent
8.NetworkingandEngagementOpportunities
Conferencesserveasplatformsfornetworkingandfosteringmeaningfulconnections
Youreveningevents,networkingbreaks,andengagementactivitiesshouldallbe handledbyyoureventmanagementcompany.
Often,thesecompaniescanhelpbrainstorminnovativeandengagingnewideasas wellLookforcompaniesthatdon’tjustaimtochecktheboxes,butfocusonbeinga partnerthroughouttheplanningprocess.
9.EventMarketingandPromotion
Marketingandpromotionhelpbringingreaterattendanceforyourconference
Manyeventmanagementcompaniesoffersupportindigitalmarketing,socialmedia, andemailcampaigns
Whetherit’smanagingthesefullyorprovidingnewideas,theyshouldhavesome expertiseintheareaofmarketingtohelpyoureventsucceed
10Post-EventEvaluationandAnalysis
Finally,conductingacomprehensivepost-eventevaluationhelpsidentifyareasof improvementandmeasuretheconference'ssuccess.
Theeventagencyyouchooseshouldofferservicesforgatheringattendeefeedback, analyzingeventmetrics,andpreparingpost-eventreports
Thisvaluabledataenablesyoutorefinefutureconferencesanddemonstratethe conference'simpacttostakeholders
Conclusion
Conferenceplanningrequiresawiderangeofservicestodeliverexceptional experiencesforattendees.
Byensuringyourselectedconferencemanagementcompanyoffersthetenservices listedabove,youcanfacilitateasuccessfulconference
Lookingtohaveyourconferencemanagedbyatopeventmanagementcompany? GoGatherhasdecadesofexperiencemanagingmediumtolarge-scaleconferences acrosstheUnitedStates.Let’sbrainstormhowwecantakeyournextconferenceto thenextlevel