If you have only just finished digesting the first offering by Purity’s own Charlie Maynard, on how to plan and deliver memorable conferences and events, then strap yourself in as we give you more of the same and an exclusive inside line. Successful events of any size require rigorous planning, leaving no stone un-turned. It’s a cliche, but the devil really is in the detail and it comes with the territory at Purity. If you need to support on advice on delivering a conference, seminar or event for your business, contact the Purity team. We’ve helped clients at different stages of the event planning process over the last few years on the production of the events in the UK, Europe and beyond.

Deadlines

It’s a well known fact that without deadlines people will always leave things until the last minute. With deadlines in place this is not the case. These deadlines must be realistic and communicated a number of times to ensure all parties are aware. Deadlines are put in place because you require information to complete a number of other tasks. You will always have people that will not meet a deadline, manage these as proactively as possible and your workload will not suffer.

No delegates, No conference

Building a relationship with as many delegates as possible prior to and during the conference will make your event much easier to manage. Identify any VIP’s and ensure they are dealt with in the correct way. Always be vigilant not to make any other attendees feel unimportant. They have taken time out of their busy schedules to attend this conference – make sure it was worth their time otherwise your numbers will deplete at the next conference. Remember without delegates you don’t have a conference to run!

Planning

The right amount of planning before the event will create confidence on the day. By the first hour, of the first day of the conference you must have all procedures in place to manage the day’s activities. These procedures should include, but not be limited to, delegate registration, signage, venue management, audio-visual equipment, speakers, content, track management, briefings, exhibitors and accommodation. Always be thinking ahead to later sessions in the day or evening.

Contingency plans

The nature of the industry means things can happen that are out of your control. When this happens ensure you manage all stakeholders appropriately and that you have steps in place to communicate any necessary changes as efficiently as possible. Explain the situation, minimising the impact, to your client and the delegates. Remember your role is to service to your client at all times even more so when things change. The way you handle these changes can impact on your client’s business in a positive or negative way – be prepared!

Evaluate

Always have a meeting after the event to review any feedback that has been gathered and ensure you are aware of any improvements that can be made. Remember these improvements can be used to improve all your future events not just for this client.