Planning a conference or other event can be a daunting task. This is especially true if you are looking to host dozens of speakers and sponsors on top of hundreds attendees. Whether your conference is big or small, the overall attendee experience needs to be good enough for them to want to come back next time.
After you have planned the theme of your conference, there are other steps to take. You need to book your speakers and find. the perfect venue. Also, remember to market the conference on every medium you can. However, there are still a few more things you can do to make sure your conference will be successful.
Spend the time planning name tags
For conferences and events, name tags are rarely one size fits all. Differentiate between attendees, sponsors, VIPs and speakers. You can do this with different colored adhesive name tags or paper inserts for badge holders on lanyards.
By making groups of people distinguishable from others, people will feel like they are part of a group. On top of that, they will more easily recognize their relationship with your event. Name tags also better their relationship with other people attending the event, making it easier to network.
Provide a variety of refreshments
Keep in mind that not every guest will have the same dietary needs. If you put extra consideration into your refreshments, your attendees will notice. Try to plan vegetarian, gluten free and lactose intolerant snacks and refreshments. Chances are you will have at least a handful of people who fall into those categories. So they will appreciate your thoughtfulness.
Make sure your venue is connected
While planning a conference remember that outlets and cell reception are absolute must haves for conferences. We live in a digital age, and your attendees will likely want to be connected to the internet. Some may need their phones for most of the event. So, make sure they have somewhere to recharge. (Make sure they know where they can recharge, too.)
Hand out grab bags
This is a great way to bring in sponsors and to give something back to your attendees. Stuff those bags full of pens, notepads, brochures, venue maps, custom lanyards and coupons for local restaurants. You can bring in sponsors by asking them to supply a grab bag goody. This action also gives sponsors the opportunity to put their name on something every guest will see.
Provide some safe relaxation space
Designate an area in your venue for attendees to just sit and relax without having to network or be bombarded by anyone. Let your attendees balance work, networking and sanity on a comfy couch and with a bottle of water. It does not have to be much space, but let your attendees know it is there.
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