Making a list of people who will participate in the conference
The list of participants is formed taking into account the main theme and concept of the event. The responsible person collects a list of speakers and visitors and sends them invitations. Each speaker at a business conference is a professional in a specific industry. All interested parties have the opportunity to attend as guests, and the organizers can also invite especially important specialists or famous personalities. When sending invitations and placing advertisements in the media, it is necessary to remember that any event has its target audience, that is, people who are interested in this conference on a given topic.
Finding Funding for a Business Conference
For a marketer, this process can be challenging, especially for high-profile events where sponsors need to be attracted.
About 0.5% of registered speakers marketing with stockholder databasecan be gathered thanks to information sponsors. Their main role is to place recognizable logos on invitations, which indicates the high status of the event. Also a plus will be articles about the results of the event, which will be published by sponsors after the event.
It is recommended to attract financial sponsors whose target audience coincides with yours, but who do not offer competing products. For example, if you are a distributor of someone else's products, it would be a smart decision to attract vendor financing. The more successful your event is, the more likely it is that sponsors will actively offer their support and cooperation.
It is important to be able to decline sponsors' offers. Speeches that are promotional in nature should be limited to 10% of the allotted time and be related to the topic of the business conference.
Determining the location and time of the event
When organizing an event, the location and time of the event are pre-determined. When determining the location, some important factors should be taken into account. For example, if it is decided to hold the event in the company's office, it is necessary to choose a specially equipped hall or other suitable space. If there is no necessary place, you can consider renting a conference hall. Thus, the need to independently provide equipment and materials for the event disappears. Renting a room for a business conference is especially beneficial for companies and individuals operating in small cities where there is no sufficiently spacious space in their offices to hold such events.
When organizing a conference that lasts several days, it is important to provide comfortable accommodation for visitors and participants. The ideal option would be to have a hotel near the event venue for speakers to stay.
Preparation and decoration of the place
Technical equipment of the event is extremely important. Having a sufficient number of microphones, projectors, computers, laptops and other necessary equipment will allow you to hold a business conference at the highest level, ensuring maximum information content.
It is necessary to properly organize the arrangement of seats in the auditorium so that everyone has a good view and hears what is happening. Before the event begins, the space should be ventilated and tables should be prepared, placing manuals, pens, paper, advertising material, programs, booklets, reference literature, etc.