Conference season is closer than you think. It will soon be the school summer holidays, not leaving much time for conference planning up until the Autumn months.
Post-Pandemic Face-to-Face Events
With the pandemic fully in the rear-view mirror, there is now an enormous demand from members across many industries for in-person events. The return to everyday life has presented a prime opportunity for professional membership associations to focus on their engagement efforts.
The Value of Conferences
Annual conferences present an invaluable opportunity for members to discuss pressing issues within their industry, engage with the management team and expand their support networks.
Conferences often feature educational sessions utilising influential speakers and should also include exhibitions, where suppliers from your industry can showcase their products and services. The funds you raise from the exhibitors can help to subsidise delegates costs or speaker hire.
Attendance Strategies
Conference attendance is usually restricted to only members of your association, but depending on your industry, it may be beneficial open bookings up to potential members. Allowing non-members to attend can showcase the benefits of your organisation, potentially attracting new applicants.
Behind-the-Scenes
A lot of work goes on behind-the-scenes to plan for conferences. There is a long list of things to consider on the run up to the event:
- Budget creation
- Finding a venue
- AV & staging requirements
- Speakers and exhibitors
- Agenda and programme
- Preparing presentation material and delegate packs
Consider reading our guide on understanding finance budgets when planning conferences.
Additionally, there’s a lot of responsibility on the day to ensure that the event runs smoothly:
- Dietary/Access requirements for delegates
- Coordinating arrival times & presentation schedules
- Maintaining an always-staffed reception desk
- Networking encouragement
- Unexpected issues
Despite meticulous planning, unforeseen issues will always arise, which is why it’s important to have an experienced administration team on hand to ensure that they are swiftly handled. This could be anything from speakers running late, to delegates showing up without bookings.
Once the event closes its curtain, work isn’t necessarily over for the administration team. It’s important to organise a meeting with the venue to go over any issues, send thanks to speakers and gather feedback from attendees.
Support
At Cygnul we are seen as trusted advisors to the Board for our clients, offering support to associations around the UK. If you want to explore how these services could help your organisation, please get in touch with us.