INFOMAGIC: 10 tips to make your conference more successful!
"Professionalism is in the Details"
VENUE:
- ROOM TEMPERATURE = comfortable
- Keep the conference room temperature set on cool. A setting of 68 degrees Fahrenheit works well to keep a room full of warm bodies comfortable. (laughing adults generate a lot of heat!)
- SEATING ARRANGEMENTS = clear / open visibility
- Provide the speaker a riser for an audience of 75 or more
- Get your speaker's input as they have vast experience with room layouts, acoustics, lighting, etc. Small improvements can sometimes make a very big difference!
- AUDIO / VISUAL TECHNOLOGY = familiarity
- Know where the light switches are and have someone ready to adjust the lights for slide/video presentations.
- Triple check all microphones, projectors, screens, music sources, lights, PA, etc.
- Perform a run through test
AUDIENCE:
- WRITING MATERIAL = available
- Have extra pens and pencils available
- Provide writing tablets for participants. If no tables, provide writing tablets with cardboard backing to aid writing
- NAME TAGS / PLATES = increased communication
- Name tags make it easy for people to meet and mingle. Use large bold letters that can be read from at least 5' away.
- Name plates also provide easy name recognition. Provide table name plates and large markers. Have participants write their name front and back in large bold letters. This will aid the speaker especially during the Q & A period.
- HANDOUTS = reference
- Handouts help reinforce the message and help people remember and apply key lecture points
- Handouts can be as extensive as a full notebook or as simple as a laminated wallet sized card.
- Check with the speaker to determine if passing out the handouts is appropriate before (i.e. fill in the blanks worksheets) or after the presentation.
- A great idea to aid the learning/retention process is to send/mail out reference material after the conference is over. Along with that material you can add a thank you for attending card, invitation to the next year's conference, follow up article, newsletter, results of a conference survey, or details of action plans or minutes of decisions made during the conference, or a participants networking sheet (with names, contact, information, and even maybe a head shot portrait of each person to aid memory).
CONFERENCE:
- CONFERENCE ENTRY = smooth / organized / welcoming
- Have a greeting committee welcome guests/participants at the check in table.
- On the check-in table provide the name tags and markers.
- Offering coffee, tea, water, sodas, muffins, danish and fresh fruit during the conference registration is a very nice touch.
- Entry music helps set the mood to start any conference.
- Start the conference with a powerful videotape, captivating slides or multi-media presentation. This sets the mood, establishes the theme, pumps up morale, and gets the conference off to a good start.
- DECOR = sets conference mood
- Provide speaker with company or conference logo apparel such as a hat, shirt, or pin. When worn by the speaker, it helps the audience identify with him.
- Give your conference a distinctive theme and title. Example: if your event is already know as the "4th Annual Convention," then add a subtitle to the event to distinguish this year's event from the ones before and after.
- In addition to the theme, add a creative logo that helps illustrate the message. Provide presenters and exhibitors with camera-ready logo artwork to use in their take-home material, folders, notebooks , name tags, banners, shirts, etc.
- Encourage the speakers to link the theme into their speech, displays, take home material and presentation graphics.
- CONFERENCE ACTIVITIES = variety
- Keep the conference engaging and unique. Employ a wide range of conference activities including speeches, conference games, interactive workshops, exhibitions, panel discussions, question and answer sessions with presenters, vendors, theme meals and social events, etc. End breaks with a raffle or scavenger hunt with prizes
- COORDINATION / REHEARSAL = SUCCESS!
- Arrange with the banquet staff to stop bussing the tables at a pre-arranged signal.
- Review and use your speaker's introduction.
MEETING PLANNER'S NOTE
As an experienced and professional platform speaker, I have been involved in many different and difficult speaking engagements. I can suggest strategies to your challenging conference problems. I will be glad to meet with you to discuss and share successful ideas to help you make your event a huge success. Each meeting has unique challenges that need creative solutions!
- From Dan Jordan
"He who fails to plan is planning for failure!"
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