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Steps on Conducting a Successful Business Conference

Published on 16/03/2017

Numerous factors need to considered when running a successful business. Aspects of the business such as the office furniture or even the organisation of conferences for example would be considered as vital areas of the business.

For now however, let’s draw our attention to the organisation of business conferences and how to conduct them successfully. Below are a few useful and important steps to keep in mind when arranging a conference for your organisation.

Step one: determine the purpose of the conference

During the initial planning stages, it’s essential to determine the exact nature of your conference. What are you trying to ultimately achieve from it? For example, the conference might be based around a new product launch or it could just be a chance for employers to try different techniques to motivate their workforce. Once the purpose and agenda are finalised, the next sensible step would be to investigate the most suitable dates for staff members, decide on the location it will take place and then send out a calendar invite accordingly.

Step two: decide on a budget

It is also paramount to decide on the budget for the conference meeting. A budget would be required for the venue hire if it’s not taking place internally, refreshments, external speakers (if used), etc.

Alternatively, if your event is held internally then your budget might be used on investing in upgraded comfortable office chairs and conference tables for a more enhanced and pleasant conference experience. In fact, comfortable office seating is a must for your attendees, so make sure you get it right.

Step three: organise the conference essentials i.e. refreshment supplies

As mentioned above, a large fraction of the budget will be used on refreshment supplies. It has also become quite common for businesses to include alcoholic beverages at their conference meetings particularly if they’re held in the evening. This usually goes down a treat for several individuals and allows guests to remain relaxed and engaged throughout a lengthy conference event.

Step four: promotion of the conference meeting

It’s not good enough to just send out an email about the conference once and then expect an enormous turn out. A mixture of promotional strategies such as leaflet distribution, regular emails, posters, etc need to be used throughout the process for your conference to be a hit. The aim should be to gain as much interest for the event as possible so all the time, finances and effort you put into organising the conference doesn’t go to waste.

Step five: assess the outcome of the conference

Many often overlook this step but it should ideally be taken into account at the end of each conference. This is because, it will allow you to make a judgement on how effective your conference meeting actually was. Did the meeting serve the purpose that you initially set out?

Perhaps it would be a good idea to hand out mini feedback forms at the end of the convention and request your guests to fill these out before leaving the event. Based on the results of the feedback forms, you can make improvements on the elements of the event that’s didn’t work as well as expected for your next conference.

Summary:

Various factors play an important role when it comes to running a successful business. Anything ranging from office furniture arrangements, staff training sessions to even the organisation of conferences make a difference to a firm’s performance levels.

In terms of arranging conferences, it’s fair to say that many factors need to be taken into consideration for these to be a success for your organisation. If you wish to enjoy the benefits of executing conference sessions then it would be highly advisable to understand these steps well.

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