Senest redigeret: 30. maj 2023
Meetings and conferences are some of the most effective ways to create value for your business – both internally and externally. But of course, it requires thorough planning to ensure that everyone comes out of it with a good result.
When holding a meeting or conference, there are several things you need to keep in mind to ensure that it is a success. Here we have gathered 10 tips for you who are planning a conference.
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When you are going to hold an event, it is important to find a time when everyone has the opportunity to participate. Plan well in advance and send an invitation in good time so that as many as possible have the opportunity to prioritize your meeting or conference.
The theme of the meeting or conference must be relevant to the participants. Otherwise, you risk that people will not want to participate and that no decisions will be made or problems solved.
It is also important to choose the right place to hold the meeting or conference. For example, if it is an internal meeting, it can be held at the workplace. But if you are going to have customers or partners with you, it may be a good idea to rent event spaces. In addition, you must also make sure that you have access to the equipment that will be used for the meeting or conference.
Of course, you need to have food and drinks for the meeting or conference so that participants can keep their concentration. Coffee, water, and snacks are always a good idea, but if your event lasts more than half a day, lunch is also expected. Most times the event space can provide this for you. Remember to take into account possible allergies and other dietary preferences.
A good agenda or interesting program helps ensure that people get something out of the meeting or conference. Make sure you have a clear idea of what you are going to talk about and who is going to give presentations.
Whether you want to use internal or external speakers for the meeting or conference, it is important to choose the right ones. The speakers must have something interesting to say, and it is also important that they can inspire and motivate the participants.
Networking is one of the main purposes of many conferences, so it is important to make sure that there is time for it. For example, you can arrange a reception or networking event.
Many conferences are long days, so it may be a good idea to arrange some entertaining activities, games, debates, or brainstorming sessions. It allows participants to relax and network differently.
It is important to include breaks and variety when planning longer meetings and conferences so that guests do not get tired. For example, consider having a lunch break or a shorter program in the afternoon.
Meetings and conferences are often very productive, but in some cases, it may be appropriate to follow up on them so that the meeting or conference was not a waste of time. Set a deadline for when something is supposed to happen regarding the presented decisions or ideas at the event. It is also a good idea to agree on who is responsible for the respective parts.
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