CONFERENCING
The ingredients
for success
After the location, venue and key
speakers have been decided, there
are a host of little things that make a
good conference great BY JOHN DIXON
You may well be a dab hand at organising confer-
ences but could you be guilty of overlooking the smaller
touches that could make your event memorable for all
the right reasons? Executive PA has put together a list
of some of those all-important elements to propel your
corporate event to success.
■ Too much food is preferable to too little, after all
delegates won’t be impressed if they leave with rum-
bling tummies. That doesn’t mean over-ordering to
cater for more delegates than you will have; rather,
make menu choices that will satisfy guests.
■ Make sure you know your menu inside and out and
are confident that the meal is neither too light nor too
heavy. It needs to bring out the best in your delegates
especially if they are to do activities later on. The best
venues will provide a menu tasting session, where a small
group can sample the different menu options well in
advance of the conference in order to finalise selections.
Also ensure there’s something for everyone.
■ Conferences are an opportunity to showcase local
ingredients and cuisine and can add a certain local ■ A clean venue is something that no-one will notice,
flavour to your event. But that said, there is still a need but they will all notice if it is dirty or untidy. Check your “
What is it that
people will go home
to provide for the tastes of home, and this especially venue prior to the event starting so there is still time to
applies if your delegates come from other countries get venue staff to remedy any problems you spot.
remembering from
where the food is very different. ■ The AV needs to complement the event’s purpose. your conference?
■ Your delegates will usually be more comfortable People’s attention span is quite short so make your
It may be in the
with everything under one roof – if people have to move presentations, slides or speakers relevant, succinct
big things, or some
between buildings for sessions there is a tendency for and with just the right balance of light heartedness and
them to not bother, or get confused, or get angry. getting to the point.
combination of
■ A cloakroom is a necessity, especially in winter, so ■ The green credentials of any event are becoming the small things,
that overcoats and umbrellas can be stored. If you have more important to everyone. It is worth thinking about
but whatever it is
guests who are travelling from other countries or some carbon offsets for the conference and/or delegate travel;
you need to ensure
distance they may need to store suitcases on the first or but if you proceed it must be real. Also provide recycled
last day of the conference. pens, paper and other stationery items.
that there is a
■ If you are planning anything outdoors, have a plan B; ■ Be aware that not everyone will know each other conscious plan to
the weather can never be predicted with any certainty. so try to introduce people to each other, and think
WOW people
■ Signage can be a boon or a nightmare for delegates. about setting up specific tasks that will break the ice ”
Make sure it is well thought out, clear, and where or otherwise make them feel welcome.
appropriate multi-lingual. Test it out to make sure every ■ There is an increasing trend to minimise goody
aspect helps delegates get to where they need to be, or bag contents. Avoid ‘junk mail’ with a USB stick for
do what they need to do, on time. conference papers and supply bags that will have a
■ Let the venue know how important their customer useful post-conference life rather than be disposed of.
service is to the success of the event. It’s your business What is it that people will go home remembering
reputation that is on the line if the venue’s waiting staff from your conference? It may be in the big things, or
are rude, unhelpful or disinterested. Ensure you visit some combination of the small things, but whatever it is
the venue and see how they deal with customers and you need to ensure that there is a conscious plan to
resolve problems. WOW people.
E
18 » www.executivepa.com » Feb/Mar 2010
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