Tips & tricks
rembemer to have fun!
The key is to plan ahead, stay organized, be flexible, market across channels, and learn from each experience. When done right and everything runs according to plan – even if not perfect – meeting people, exchanging ideas and knowledge is the best experience in the world.
seven steps for a successful corporate meeting
Universal Corporate meetings takes a lot of planning. Here are our seven most helpful points.
1. Organizing Sustainability Management
- Appoint a sustainability coordinator.
- Ensure organizational support for sustainability efforts.
2. Defining Purpose and Goals
- Clearly define the purpose and overall goals of the event.
- Set realistic, measurable, and achievable sustainability goals.
- Obtain necessary permits.
3. Venue and Date Selection
Considerations:
- Align with the event’s purpose and goals.
- Prioritize safety and security.
- Ensure accessibility for all attendees.
- Plan transportation logistics.
- Be mindful of concurrent events.
- Consider local community and environmental impact.
- Address noise levels and access to power sources.
- Adhere to budget constraints.
4. Setting Sustainable Goals and Compliance
- Formulate measurable and evaluable sustainability goals.
- Ensure achievability of goals.
- Emphasize goals and outcomes post-event.
- Comply with safety, environmental, and legal regulations.
5. Communications and Marketing
- Prioritize digital marketing.
- Follow city guidelines for exposure.
- Utilize environmentally friendly materials.
- Use storytelling to explain sustainability efforts.
- Maintain dialogue with local residents.
- Establish manned information stations for visitor assistance.
6. Cooperation
- Conduct sustainability analyses of potential partners.
- Collaborate on sustainability goals.
- Prioritize travel-free or online meetings.
- Highlight successful sustainability cooperation.
7. Booking and Ordering
- Perform sustainability analyses of suppliers for various aspects.
- Establishing materials, sound, lighting, stages, and fences.
- Marketing materials such as programs, banners, and clothing.
- Food and beverage suppliers.
- Program participants, including artists and speakers.
- Transportation providers.
- Accommodation options.
FOUR KEY ELEMENTS FOR SUCCESS
Hosting successful hybrid meetings, events, and festivals, require four well-executed elements. Accomplishing proficiency in all four of these aspects deserves praise:
1. Captivating content
Deliver content that captivates your audience, meticulously crafted and presented to leave a lasting impression. This involves a compelling agenda designed for seamless execution, providing an engaging program for both online and in-person audiences.
2. Community vibes
- Clearly define the purpose and overall goals of the event.
- Set realistic, measurable, and achievable sustainability goals.
- Obtain necessary permits.
3. interactive fun
Incorporate interactive activities that encourage active participation and maintain audience involvement. Plan activities such as quizzes, polls, trivia, or even unique experiences like scavenger hunts and mixology classes to keep the excitement alive!
4. analytics for success
After the event, gather feedback from attendees, staff, volunteers, and sponsors. Find out what worked well, what didn’t, and gather suggestions for improvements. This valuable input helps shape an even better convention next time.
A CHECKLIST IS CRUCIAL FOR PLANNING A SUCCESSFUL CONFERENCE
Take time to create a detailed checklist so you don’t miss anything important when planning your conference or congress.
When writing your conference checklist, cover key areas such as strategic planning, effective promotion, meticulous logistics, and thoughtful post-event follow-up. For each area, outline specific tasks, establish timelines, and assign responsibilities to the respective team members.
1. Strategic planning
Ensure a solid foundation by carefully selecting the event date, time, and securing dynamic speakers who align with your conference goals.
2. Effective Promotion
Create a buzz around your conference through well-executed advertising, informative newsletters, and engaging social media campaigns.
3. Meticulous Logistics
Address the nitty-gritty details by securing a suitable venue, arranging accommodations, and planning catering services to enhance the overall attendee experience.
4. Post-event follow-up
Capitalize on the success of your conference by implementing a thoughtful post-event follow-up strategy, fostering lasting connections and garnering valuable feedback.
5 CONVENTION PLANNING BEST PRACTICES
Planning a convention that truly captivates your audience involves strategic thinking and good organization. Here are some things to keep in mind as you navigate the planning process:
Make sure to get ahead start
Begin your planning well in advance. Even if your convention is a year away, it’s never too early to start. Secure your venue early, and kick off your marketing to build excitement.
Stay organized with tech
- Clearly define the purpose and overall goals of the event.
- Set realistic, measurable, and achievable sustainability goals.
- Obtain necessary permits.
Set backup plans
Considerations:
- Align with the event’s purpose and goals.
- Prioritize safety and security.
- Ensure accessibility for all attendees.
- Plan transportation logistics.
- Be mindful of concurrent events.
- Consider local community and environmental impact.
- Address noise levels and access to power sources.
- Adhere to budget constraints.
Spread the word everywhere
Embrace a multichannel marketing strategy. Don’t limit your promotion to just one platform; leverage multiple channels to maximize your event’s reach and impact.
Ask for feedback
After the event, gather feedback from attendees, staff, volunteers, and sponsors. Find out what worked well, what didn’t, and gather suggestions for improvements. This valuable input helps shape an even better convention next time.