CONFERENCE PREPARATIONS FROM A TO Z
Conference, congress, off-site meeting, kick-off meeting, kick-off meeting, seminars, workshops – this all mean generally the same thing: long preparations, large number of guests and wide portfolio of suppliers.
In following text, we will engage with successful conference step by step.
Choose the date of your conference with ample advance (at least 6 – 12 months). Generally, the more important conference and the more guests you invite, the more time you are going to need.
NUMBER OF CONFERENCE PARTICIPANTS
Number of participants of the conference, VIP guests, VIP management, and celebrities is another key question. Number of guests is the key factor with large impact on the choice of suitable conference/congress facility and hotel.
LOCATION or CONFERENCE VENUE
Very important question for you as a corporate conference organizing authority is where do the participants come or fly from. With only simple analysis you will then find convenient venue, suitable for all invited guests.
You might then ask yourself what you would like to offer to the participants beyond the range of the official conference program – shall it be cultural and/or city experiences or, on the contrary, a conference in beautiful nature with placid or action outdoor program? It all really depends on your choice and on the nature of your conference.
CONFERENCE PROGRAM AND TECHNICAL EQUIPMENT
Conference program, its importance and concept put great demands on audio-visual equipment and main conference hall setting. Today, large front screen with sound system are nothing but bare basics, no more suitable for many corporate events.
In „sound-“ and , even more, „light industry“, incredible variety of spotlights, laser beams, and modelling lights equipped with fully programmable „smart heads“ is available. The possibilities of programmable powerful lasers drawing and telling whole stories are almost infinite, your fantasy and budget being the only limit.
Full-screen or content projections are yet another modern trend: peripheral walls become one huge screen while powerful projectors communicate to create 360°projection. It is possible to combine two projections on semi-permeable screens to create 3D effects.
AND NOW FOR THE CONFERENCE PROGRAM. Company who invested considerable resources into corporate conference desires to deliver the content in the first place. There is nothing worst for the speaker than sleepy or even bored audience. Corporate message aside, think mainly about the audience, their awareness, entertainment and so called WOW effect. Interleave the content blocks of your conference with entertaining performances of actors, acrobatic artists or remarkable music performances, image or lightning effects. Simply put – be creative and think about your guests.
ACTIVE ENGAGEMENT OF THE PARTICIPANTS – CONFERENCE APPLICATION
What are we trying to say by this „cliché“? First of all, we are talking about the discussion with the speaker, or so called Q&As. You might object that most of the participants do not feel comfortable presenting their questions publicly – that is where the mobile phone conference app comes to use, allowing the participants to post their questions or remarks while the speaker is able to react immediately. It is entirely on you whether you publish the stream of the questions or not. The application also allows voting, opinion research, sorting the topics according to the popularity, etc.
CATERING FOR YOUR CONFERENCE
It is important to appreciate the importance of catering during your conference.
Sorry to say this but it´s true! No matter how hard you try organizing your corporate event – without securing basic physical needs of the participants, i. e. ample tasty and creative food and drinks, comfortable accommodation and placid sleeping environment, your conference can never succeed and be positively reviewed.
Of course, exceptional catering during corporate conferences and congresses might be somewhat costly. We advise you calculate with this factor while organizing your conference. Remember: exceptional catering means satisfied guest and thus positive memories of the event!
WHAT WE ORGANIZE FOR YOU
WHAT WE BETTER LEAVE UP TO YOU