A large conference is a conference attended by a large number of guests, sometimes more than ten thousand.
Organizing a large-scale conference is no easy feat. It requires careful coordination of multiple conference spaces over multiple days, and the stakes are high. The success of the conference is dependent on the level of organization. Fortunately, there are companies like IA-Meetings that have been organizing large-scale conferences for more than two decades. Their experience and expertise in this field make them invaluable in helping ensure the success of any large-scale conference. They are well-versed in the challenges that come with organizing a large-scale conference and are therefore well-equipped to handle the task. With their help, you can rest assured that your large-scale conference will be a success. We can look into the ways through which they organize and manage large-scale conferences.
Here is step by step guide that you can follow while organizing a large-scale conference:
1. Planning and Budgeting– You need to plan the details and work out an optimum budget that is crucial in ensuring the successful organization of large conferences.
2. Website and Communication– High-value conferences generally have a nationwide/international audience and potential attendees. Therefore, you must have a highly efficient, informative, and appealing web presence and communication for the conference.
3. Accommodation Management– Accommodation management is a critical component of any conference logistics plan. Delegates and attendees travel long distances to attend the conference, so they need to be assured that their accommodation is properly managed and that they will not face any issues. To ensure this, you must have a comprehensive and professional accommodation management system in place. This system should take into account all possible contingencies and should be able to handle any problems that may arise. Additionally, it should be easy to use, allowing delegates and attendees to check in, check out, and manage their accommodation with ease. By having a well-managed accommodation management system in place, you can ensure that delegates and attendees enjoy a hassle-free experience during their stay.
4. Audio-visual Management– Any conference aims to engage the speakers and the delegates in constructive dialogue and knowledge sharing. This goal is achieved when conference organizers have a high-quality and efficient audio-visual system in place. So, to create an overall impact you need to assure its availability.
5. Interpretation services– The next key logistics that can make any conference extremely meaningful for the attendees is the provision of interpretation services. The linguistic requirements of the audience/speakers shall be provided efficiently by the conference organizers.
6. Conference Material Production– Conference Material is of utmost importance for effective communication and recall of an conference like kits, promotional materials, signage, delegate badges, booklets, digital material, and hardware. You must have all the conference material in place and at reach so that attendees do not have to look for people to get those.
7. Airport and Transport Coordination– The experience of the delegates begin as soon as they reach the venue city. The efficient and responsive transportation system provided by the conference organizers creates the first impression. Hence conference organizers need to create top-notch arrangements for the attendees.
8. Staff Planning and Allocation– An extremely crucial service is meetings manpower planning and allocation. The participants need professionally trained and experienced staff at every step from the time of arrival to accommodation support to registration or any other related activity. That’s where the expertise in staff planning and allocation comes into play. It is therefore important to allocate an adequate number of rightly skilled staff to take care of various aspects of the conference and ensure that there is neither a shortage nor crowding of organizers’ crew at the conference.
9. Entertainment Management– Delegates often look for some light and refreshing moments that they take back as joyous memories of the conference. It is therefore the responsibility of conference organizers to ensure that the guests are kept entertained thoroughly.
10. Design Theme Conceptualization– One of the major steps towards the execution of an efficient large-scale conference is to design the theme and concept of the conference. Conference organizers need to take into account the vision, goals, branding, participants’ demographics, venue constraints, and technological and logistical requirements while creating a detailed theme for the conference.
11. Venue Selection and Contracting– Once the dates and the venue city of the conference are decided the next crucial step for you is to select a venue and secure it for the conference by contracting. Conference organizers have to choose a venue that is best suited to the conference’s requirements in terms of logistics, space, location, cost, statutory regulations, etc.
12. Online Registration and Abstract Submission– As the participants are from all over the world, the only way to unite them and keep them well-served is through the web. The seamless way of achieving that is through online registration and abstract submission. Nowadays all the professional conference organizers do this to ensure that participants do not have to go through any problems while doing registrations and abstract submissions.
13. Signage Management– A large-scale conference cannot be successful without well-planned, blended, and adequate signage. The conference organizers need to take into account the branding, venue constraints and requirements, the various options to be employed, and the global practices in terms of the conference signage.
14. Secretariat Management– At large conferences, Secretariat Management is an invaluable asset to ensure a successful and enjoyable experience for all attendees. The meeting Secretariat is responsible for many key services, such as online registration, e-mail communications, meeting scheduling, and on-venue assistance for the delegates. This service plays a critical role in the success of any conference by ensuring that all participants can register, receive the necessary information, and be guided throughout the conference. The Secretariat management is an essential part of making sure that participants can have a comfortable and successful experience at an conference. Through the secretariat management, participants have access to the workstation where they can edit, upload, download documents, get printouts, and seek assistance with any personal or official tasks. By providing this service, the secretariat management ensures that participants can make the most of their time at the conference without worrying about technical issues or lack of access to the resources needed. The secretariat management also helps to ensure that participants can focus on the conference without worrying about any technical or administrative issues, allowing them to enjoy their experience. With the help of the secretariat management, conferences can be more successful and enjoyable for all involved.
15. Food and Beverage– It is the responsibility of the conference organizers to have well-planned menus and consider the demographics of the participants, the meeting, and seasonal and weather-related issues at the venue, which go a long way in ensuring a delightful F & B experience for the participants.
16. Exhibition and Displays– Conferences are an opportunity for the attendees, sponsors, delegates, etc. to display their products, services, and initiatives during the conference. Conference organizers allocate a budget and design and fabricate the exhibition stalls for the participants. They also need to provide a range of related services like material production, manpower services, etc to make the exhibition display a memorable and highly fruitful experience.
17. Tours Management– In today’s busy lives, conferences provide an excellent opportunity to unite work with relaxation and it is a common practice among outstation and international participants to opt for sightseeing tours in the region where the conference is held. The conference organizers need to customize tour options for the attendees and undertake all related local logistics requirements to ensure that they not only benefit from the conference but also relish the travel experience of the same.
18. Protocol, Licensing, and Security– High-value conferences involve VIP participation from national and international ministerial delegations and at times heads of state such as the Prime Minister and President, etc. Thus, the protocols have to be strictly adhered to and all necessary government licenses and permissions and approvals have to be timely obtained to ensure that there are no last-minute regulatory and procedural hurdles or embarrassing situations. Cooperation and planning related to security for such conferences also has to be undertaken and often require coordination with government security agencies and local police. Conference organizers need to fulfill the statutory requirements and also anticipate and identify any such requirement that might generally miss the eye.
All the above-mentioned steps play an important role in successfully organizing large conferences. IA-Meetings understand that end-to-end management of a conference can only result in the successful execution of a conference. To better understand these services and how IA-Meetings work, one can head to their official website. They are not just handling the conferences in India but internationally as well. Their footprints can work as guidelines for the upcoming conference organizers.
