Organizing a successful international conference is not everyone’s cup of tea, as it requires immense effort and hard work. There are a few tips and tricks that can help international conference organizers in organizing a successful conference.
One can also follow the guidelines of a few established conference organizers like IA-Meetings, which is in the business for more than two decades.
So, let us look into the five tips and considerations that IA-Meetings follow while organizing a successful international conference.
1. Planning
The first is to share the plan with the clients to make them aware of all the steps that will be taken by the conference organizing company to organize a successful international conference. It is one of the important steps as it acts as a blueprint for the conference organizers that they have to follow later on so that they deliver a good performance. As it is the first step, it also gets easier for the client to suggest any changes, if required, to the plan so that the conference takes place smoothly and any last-minute chaos would get eliminated. A pre-event briefing is also given to the clients regarding all the details and preparation for the event.
2. Designing
Now the plan is finalized after discussion with the client, it is now time to work on the design part. The conference organizing team then collects the images for the backdrop and other collaterals. Then the design team works on the logo and backdrop designs keeping the company standard in mind. According to the client’s requirement and after their approval, the design is replicated to an art card folder, notepad, bag, directional and registration signage, etc. This is an important step while organizing an international conference as the designs play an important role in attracting the attendees and creating an impact on the client.
3. Venue Selection, Coordination, and Management
The selection of the venue is one of the crucial steps in organizing an international conference. A few basic requirements are considered before finalizing a venue. Just like the IA-Meetings, all the international conference organizers must coordinate with the venue authorities for making the necessary arrangements for the meetings. The venue is selected and finalized according to the grandeur of the conference and after discussions with the clients. Once their requirements and budget are confirmed, a venue is finalized and booked for the dates when the international conference is scheduled to take place.
International conferences require expert on-site management through an expert on-site management team. It includes everything from ushering, registration, audio-visual, secretariat, signage, liaison with the venue, transport, food & beverage, stage management including floral arrangement, hall management to speakers, and so on.
Once the venue is finalized, coordination and management have to be done in a way that there is no confusion amongst the attendees about how and where the events are taking place.
4. Audio-Visual Management
The international conference organizers have to make sure that professional digital videographers are arranged to show the attendees live and the speakers can be shown live on the screen. Not just digital videographers, but an arrangement for still photographers shall be made as per the requirement and for the record. A prior briefing need to be provided to professional videographers and photographers to use digital or film cameras for the international conference as the quality of such videos and photos are better than the normal ones.
While organizing an international conference, an audio-visual plan needs to be formulated. International conference organizers have to assess all the audio-visual requirements as per the agenda and requirements of the client. The test runs need to be executed beforehand to eliminate any last-minute problems.
5. Tours and Travel
Attendees from all over the world attend the international conference. The international conference organizers must arrange for the attendees’ tours and travel so that the attendees can enjoy their professional trips. A tour and travel plan with all the necessary details including accommodation, food, and transport shall be mentioned in the itinerary provided to them so that the attendees do not get overwhelmed and can take up the plan provided by the international conference organizers if interested in exploring the area.
It is a great chance for the attendees to break the monotony and enjoy their visit as it also allows them to have fun during a business trip. If the attendees like the arrangements they might look forward to more such international conferences organized by that particular conference organizers.
There are a few more things to be considered while organizing international conferences like IA-Meetings does for example a team of professional manpower to look after everything from the beginning to the end of the conference, social media management, etc. These are the guidelines or tips that conference organizers can follow while organizing international conferences. If someone wants to know more about how to manage and organize international conferences, they can visit the pages of some well-known professional conference organizers in the market like IA-Meetings who are in the business for more than 23 years.
