This is part two of my lessons learned when hosting a conference (read part one).
4.) Take the time to meet with third parties to set expectations
With food & beverage, A/V, videographers, photographers, special events, transportation and so on, you can quickly end up working with quite a few third parties. One thing I’ve observed is that more often than not, it’s easy for things to get lost in translation or assumption. With photographers and videographers for example, rather than tell them what sessions to capture, try and outline specific people you want interviewed or photographed, or what current and future content needs you will have such as website/blog content, social media status updates, testimonials etc.
Little details, such as if food should be set up in or outside of a room, should be discussed to avoid disruption or confusion. Have in-person or phone conversations to review with each provider and connect them when necessary. It’s also a good idea to meet with the third parties the day prior to the event starts and touch base on any last minute questions, changes or updates.
5.) Have a team member in all sessions
A designated point person in each session helps keep the schedule running smooth, speakers in the know and attendees informed. At my organization’s conference, this point person also makes sure to track and hand out certifications for continuing credits in addition to running the mic around the room during Q&A and holding up 5 minute warning signs to keep speakers within the allotted time.
6.) Social success comes with advance planning and promotion
The first year of my involvement with my employer’s conference, only a small percent of our attendees were on Twitter, let alone used the conference hashtag. After the adoption of social media expanded with our audience, I assumed the social activity would too…but I was wrong. Make sure on the conference website, promotional mailers, email signatures, company presentations (when appropriate) and blogs educate prospective attendees on how to connect and what hashtag to use. Before, during and after the conference, engage with those who do interact on social through replies, retweets and favorites. If possible, have your point people tweet from the sessions they’re in, especially photos, stats and memorable quotes from the presenters.
7.) Have a post conference recap with the team after the event
I recently took an interest in agile practices, and one concept I really like is the retrospective. Adopting this idea to events, it’s having a meeting afterwards to discuss what went well, what needs improved, and ideas for future events. From saving money to saving sanity, it’s important to do this while the event is still fresh in the team members’ minds. I personally take notes on everything from the printed agenda to my hand to remember things in the moment. My boss started a Google doc that all of us could easily jump into at anytime to add ideas, thoughts and feedback.
Hopefully if you’re reading this and my previous post, these high level ideas will help. Good luck! Have other tips to share? Please comment or email me!
kpfled: 