Organize a Memorable Conference

Very few invitees have any idea how much work goes into planning a memorable or effective conference planning. What they do remember, is the fun they had meeting with other individuals, exchanging tales and having a good experience. When participants are calm and jolly they also learn quicker and absorb more data. Here are some ideas on how to organize a fun meeting while adding to your conference planning skills.

1. Pick a catchy title - one that promises fun and matches the theme of your meeting. You can always have a serious sub title. Try to display the concept of fun in your advertising and pre-meeting correspondence. This tips is key to effective conference planning.

2. Open with impact - consider having a light-hearted start that embraces the place, gathering theme and the nature of your attendees. This tip is also critical to effective conference planning.

3. Conference survival kits or 'fun packs' - miniature or enormous can be given on arrival or on each chair. Or use just the one as a door prize.

4. Utilize cartoons that may be photocopied and put on every seat/table at the meeting or lunch. They could also be screened electronically throughout the gathering and between presenters. You can use any of ours from any book.

5. The meeting convener and planners could identify themselves by wearing hats, t-shirts, badges etc that reflect the title/theme of gathering. Name badges for invitees are more useful if the first and last names are huge font. Names are more important than the conference logo/name - they know where they are.

6. The registration table is the crucial department. So have the people who are welcoming attendees, looking well dressed and standing up to show interest and joy.

7. Entertainment adds to the atmosphere and creates expectancy. Use it in the foyer when attendees arrive, at dinner and during breaks. Consider buskers, musical groups, solo performers and even a clown or two.

8. Play joyous songs for invitees to hear as they enter the main place and to start as they leave. Select songs and lyrics that reflect the theme of the conference.

9. Brighten the registration desk/and location(s) with balloons, streamers, 'Welcome' signs and anything that reflects the theme of the meeting, the geographical location, special days, keynote or nature of the group attending. A glitter trail on the floor, stars on the tables, Autumn leaves, sand etc.

10. Entrance prizes are always great ideas and can be something strange or fun - keep in mind to display it for the attendees to see and describe it before you state the winner. Consider a door prize for each day of the gathering.

11. Look out for prizes at bargain shops, fun shops, and toy stores.

12. Don't forget to look after your advertisers. You can share this list, tell them about your theme and the fun you've planned and get them involved. The advertisers may even have a few thoughts you could utilize.

13. Give prizes during the meeting. These can be given to attendees who have completed something useful, silly or funny. If your organization or Association is small, you could also give reward gifts for performance/contribution outside of the seminar.

14. PUT THE LIGHTS ON AS OFTEN AS YOU CAN. If you have to turn lights off to utilize electronic presenting aids, then hold a spot light on the presenter and turn the lights on again after the presentation. Darkness saps the life of the presenters and attendees.

15. Plan fun 'tea' breaks - instead of the usual tea/coffee and crackers, think about other items such as bowls of fruit, popcorn, ice creams, toffee apples, fairy floss, bags of lollies, hot dogs, soft drinks or perhaps something grown or developed locally. You may be able to get sponsorship for these items.

16. Stand up/stretch breaks - we have these in our conferences to keep attendees awake and attentive. Assign a 'stand up monitor' and provide them a whistle or sound maker to communicate the breaks, at least between presenters. Play music and get someone to direct the break from the stage - dance, twist, do aerobics or even a good march in the spot.

16. Evaluations - if you're serious about these, then you need to allow time for completion during the conference and gather them immediately. Keep them short and to the point.The tips received can enhance your conference planning skills.

17. Keep up the momentum - don't let the conference fade out towards the end - even if the organisers have to fake the momentum required to keep things going. Plan surprises for the participants at least equal to your welcome activities. Walk out songs, entertainment and have organisers reachable at the door to thank and farewell invitees. If you plan a good finish it will become a lasting memory for invitees and may affect their decision to come to your next seminar.

Conference Planning can be a difficult job, but it is our desire that utilizing this advice should help you in your conference planning tasks.

For additional information on conference planning: Look at Conference Planning