If you’re planning a conference, convention or congress for your business, you need an expert team at your disposal to ensure the event is a success.
A professional conference and event management team will ensure your event is on budget and that everything runs smoothly. Hiring a professional not only takes a lot of stress off your shoulders, but it can also take your event to the next level.
The top 7 ways a conference planner can improve your next conference or congress event
1. A conference planner can help conceptualise the whole event
A full-service conference planner will start by understanding your conference needs and then helping you put together a complete concept for the whole event. Whether you need a complex theme to hold everything together, or a simple thread that runs through every part of the conference, a conference planner can help with every part of the event.
From the invitation, to snack packs, to the AV videos and slides, you want your conference to have a professional feel with a common thread weaved throughout. Can your conference planner help with creating an introductory video, a programme for the event, and professional-looking conference collateral?
2. A conference planner has industry connections
A good event planner will know the right people in the industry. They can supply lists of vetted suppliers who you can rely on If you need a good AV team to provide excellent sound and lighting, they’ll know who consistently does a good job. If you need a good caterer, or excellent entertainment act, they’ll know who to call.
The best conference planners will be able to recommend a range of caterers with different budget levels and offerings, and a range of entertainment acts that can help to set the mood, or energise the event.
3. A conference planner can negotiate on your behalf to get the best deals
A planner will know how to negotiate to get the most out of your event. They can ensure that your suppliers come in within budget and negotiate for added extras. For example, a conference planner may be able to negotiate with your venue to add in extra equipment, additional rooms, or free accommodation.
4. A conference planner has a back up plan
Your conference planner will be on site during your conference to make sure everything runs smoothly. And most importantly, when things go wrong, they’ll be there to fix the problems quickly and seamlessly. A great planner has a back-up plan for every eventuality. You can relax, safe in the knowledge that the conference management team can solve any issues as they arise.
5. A conference planner can stick to a budget
If you’re planning a conference alone, it’s very easy to lose track of how much you’ve spent and how much you have left to spend. You may also not have a got idea of how much things should cost. A conference planner pro will be able to tell you whether your budget is realistic and will help you stretch your money to get the most out of your budget.
6. A conference planner can help you achieve your goals and objectives
A conference or congress normally has a specific objective. You are not organising a year end party event or a fun team-building – if you’re planning a conference, you’ve got specific business event with business and marketing objectives. A corporate conference management team can ensure your event is on brand, and that the right messages are reaching your audience. They can assist with messaging across your social media channels to optimise your impact at the event. They can ensure that the conference hits the mark and engages your audience.
7. A conference planner can take the stress off your back.
Without a planner, you’ll find yourself trying to handle so many elements all at once. You’ll be co-ordinating the invitee list, gathering RSVPs and sending out reminders. You’ll also be liaising with the venue, making sure you have a rain plan, checking on the caterers and making sure all dietary requirements are catered for. You’ll be handing speakers and performers. You’ll also be confirming with all suppliers, checking sound and lighting, printing programmes and menus, and putting together conference packs and gifts. It’s an incredible amount of work – not to mention stress. A conference planner can take all this stress off your hands, leaving you free to manage the big picture, ensuing the messaging of the conference is on track.
Speak to Ebony & Ivory’s team of conference and congress planning professionals
Ebony & Ivory offer a full range of advertising and branding services, including event and conference planning. As a full-service agency, we have the skills to manage your event while ensuring your messaging is on brand and on-message. Call us today on +27 11 327 6871 or email firstname.lastname@example.org for more information about our conference and event services.