Organizing an international conference or for a branch of the company is not an easy task. There are many details to keep in mind so that everything goes according to plan. It requires consistency, skilful planning of activities, a lot of commitment and a huge dose of creativity. That is why we have created a guide on the most important issues of how to organize a conference for companies.
Organizing a conference for companies is a complex, time-consuming task. That is why many people decide to entrust this task to a professional event agency. Nevertheless, the key to success is always a solid, well-thought-out plan. And it is from him that we should start working on this demanding project!
Organizing a company conference is a complex, time-consuming task.
Entrust them to us and your event will be a complete success!
Start with a plan
It's good to start your plan by answering the key questions:
- What is the purpose of the conference?
- Who do we want to invite?
- What will be the nature of the event?
- How long will it take?
- What's our budget?
Thanks to the detailed and comprehensive answers to these questions, you will be able to establish a detailed concept of the event, which is also crucial for the event to be a success.
The next step is to schedule the conference. It should be announced to employees well in advance so that they can prepare and plan their day / evening off. What terms to avoid? First of all, the holiday and holiday period when employees go on vacation.
When organizing a conference, it is worth reviewing other industry events so that competing events do not overlap in one day. The choice of the date is also dependent on the availability of experts and the facility - therefore the planning of the conference must be started early enough so that all points can be synchronized in one day.
Organization of conferences for companies - from detail to general
Everyone remembers about the basic issues such as the venue, food, announcers, but there are also important elements that affect the success of the conference. One of them is appropriate advertising, for example on social media. These can be attractively visual graphics that we will place on social networks. Thanks to this, more people will learn about our event.
Don't forget about elegant invitations that should be distributed well in advance. The invitation should contain detailed information about the event - including the place and date, purpose and nature of the conference, schedule and any additional information.
Organization of corporate events is governed by certain laws. What is this conference without promotional materials and gift bags for guests. They're like small things, and they will greatly influence the perception of your event. Gadgets placed in gift bags should perfectly match the nature of the event. In addition, they must be consistent with the vision of the event organizers. These can be, for example, pens with a logo, folders, notebooks, bookmarks, promotional vouchers, catalogs, elegant pralines, coffee or tea sets.
After the conference, it is worth taking care of diversifying the event, for example by a sumptuous party with music, an exquisite menu and refreshing drinks.
Organization of conferences for companies and the choice of the perfect venue
The success of our event largely depends on the venue where the conference is held. When we establish a detailed plan of the event, start looking for a place at a time that suits us. Unfortunately, it may happen that the facility is perfect, but unfortunately it will not have available dates, which is why it is so important to start the organization early enough.
What should an ideal facility have? Certainly a large enough room to accommodate all conference guests without feeling crowded. It is also important to equip the premises. Inside, there should be all the equipment necessary to present a presentation, sound system, adequate lighting, decent and comfortable furniture and air conditioning. A few days before the conference begins, it is worth checking the technical condition of all devices carefully. This will allow you to avoid unpleasant surprises during the conference.
It is not the object itself that is important, but also its location. Easy access and attractive natural circumstances, such as mountains or the sea. Its exceptionally charming nature creates excellent conditions for productivity, concentration and relaxation. Look for a facility that has experience in organizing conferences and offers a conference room adapted to large events. An additional advantage will be the accommodation base for guests from abroad or remote parts of Poland.
Organization of conferences for companies - tasty menu
A well-organized company event has tasty catering. Guests should have access to coffee, tea, cold drinks and a snack and cake buffet. This is the absolute basis for a decent conference. If the event lasts several hours or the whole day, you should plan a lunch break and serve a warm meal for guests.
It is not worth limiting yourself to one dish. Better to give your guests a choice - for example, between three meals. A vegan option should definitely be on the list. We cannot forget about allergy sufferers or people with food intolerances. It's worth giving them the opportunity to order something personalized.