So You’ve Planned a Conference…Now What? 4 Steps to Seamless Execution

So you’ve planned a conference.

You’ve done the heavy lifting: defined your success metrics, locked in a budget, and rallied your team. Now, the real work begins. How do you execute this grand plan?

As we all know, execution is where great conference ideas either soar or stall.

To help you pull off a successful event, here are four essential tips for ensuring seamless event flow and delivering real value for your attendees and stakeholders.

1. Choose the Best Venue

Your choice of venue can make or break the attendee experience. Not only must you consider capacity and cost, location and amenities are also critical factors.

The CTSL Collaboration Facility is centrally located and offers a variety of amenities including secure fibre connectivity, break-out rooms, AV support, screen displays up to  100” and access to a stocked tea and coffee station.

We also facilitate site visits and offer customised adjustments to suit your specific needs.

The venue is the foundation of your event, so be sure to choose wisely!

2. Be Engaging

Sitting through hours of one-way presentations is a thing of the past. In today’s world, we are required to design agendas that keep attendees involved and energised.

At CTSL, our conference rooms are outfitted with cutting-edge technology and AI-powered solutions that guarantee a smooth, interactive experience.

Mix up your agenda flow with videos on our large screen displays and surround sound system. Utilise visuals, live polls and Q&A tools to encourage participants’ engagement.

Schedule breaks and take advantage of the beverage station to encourage socialising and networking.

Remember, an engaging conference will keep people talking long after the event ends.

3.  Plan On-Site Logistics Like a Pro

There’s a popular saying, “Expect the unexpected.” At CTSL, we don’t just expect the unexpected, we prepare for it.

Prior to your event, we highly recommend scheduling a facility tour. Getting a feel for the space will inform set-up details and signage requirements. We also facilitate AV testing and troubleshoot potential issues with our on-site technicians.

While our fibre connectivity and support staff help minimise technical concerns, our facility also supports a bring-your-own-device setup, increasing comfort levels and confidence as you use a familiar device.

So, while things may not always go according to Plan A, we’re always equipped to help you get the plan back on track.

4. Follow Up and Gather Feedback

The conference may be over but the work isn’t done! Your post-event routine is just as important as the planning and execution phases.

What else is there to do?

-       Send thank you emails to attendees, stakeholders, sponsors etc

-       Share feedback surveys to help improve your next event

-       Follow up with valuable materials such as copies of presentations used

-       Review and analyse your event in line with your identified metrics

These simple actions can take your conference from a one-time event to an ongoing asset for your brand or organisation.

At CTSL, we offer video recording and transcribing services that add further value to your event. We also provide a number of tools to collect and interpret data.

Don’t pass up an opportunity to deepen your engagement with attendees!

Planning a conference is no small feat. However, it’s the execution of that plan that really sets an event apart. CTSL is committed to working with you to deliver an exceptional conferencing experience whether hosting in-person, virtual or hybrid meetings. Let’s deliver an experience worth remembering!