The Conference planning and management sector has undergone significant transformations, particularly in recent years, especially when the pandemic came up. With the continual emergence of new and upgraded technologies altering the event landscape, the industry constantly adapts to incorporate these advancements.
Ranging from social media integration to mobile application utilization, these breakthroughs are reshaping interpersonal connections and individuals’ engagement with their surroundings, which ultimately affect the conference management industry.
Also, as technology has penetrated our day-to-day lives more than ever before, it also makes it a necessity to attend live conferences and meetings to get in touch with people, personally meet industry experts, get insights into a particular industry, and build a community. One more thing to note here is that some challenges have also emerged in this industry, like inflation, but still, demand for conferences is high and constantly growing.
However, the question arises: How can one effectively stay abreast of this rapidly evolving market? This article delves into six emerging trends within the conference industry for 2023, providing valuable insights for further exploration.
Futuristic Conference Planning And Management Trends
Leveraging Immersive Experiences
In 2024, we can expect a surge in immersive experiences that transcend the current conference management system. Nowadays, participants yearn for extraordinary and unforgettable engagements that excite their senses and feelings; that’s the reason brands, and conference organizers will start exploring unconventional venues, harnessing state-of-the-art technology such as augmented reality (AR) and virtual reality (VR), and integrating interactive components to craft genuinely immersive experiences that leaves a significant impact in memory.
Enhancing Conference Experiences through Strategic Utilization of Data
The advancement in digitization has empowered conference organizers to gather an extensive array of data insights. This wealth of information enables conference management companies, their stakeholders, and planners to delve deeper into refining attendee experiences and boost engagement.
If we talk about the most impactful sessions or content that highly resonates with the conference attendees, as well as identifying potential new sales avenues resulting from the conference, it represents just a fraction of what conference data can help us with.
Strategic application of conference data not only aids organizers in discovering the actual influence of their conferences but also facilitates the translation of these impacts into tangible, measurable outcomes. These outcomes can then be effectively communicated to stakeholders and decision-makers, showcasing the genuine value generated by these events.
Customized Personalization Is A New Trend In Conference Management
Tailored personalization stands as a remarkable trend in conference planning. This trend mirrors the current consumer expectation for personalized experiences, both online and offline, encompassing targeted ads, personalized emails, and various forms of customization on the internet.
Implications for conferences:
Going beyond the mere inclusion of an attendee’s name in conference communications, personalization now involves a deeper level of customization that engages the audience for a more extended period of time. However, implementing these tailored experiences is not a complex and challenging task. Consider these valuable suggestions:
– Engage attendees before the event by soliciting their preferences for offered sessions, ensuring alignment with their desires and fostering a sense of investment in the conference.
– Develop a conference application that dynamically suggests personalized activities based on preloaded information, enhancing the real-time experience.
Intense attention to cost reduction and streamlining operations is imperative
As inflation continues to rise alongside heightened demand and increased conference expenditures, organizations are expected to escalate their conference budgets, which also results in more charges for the customers and brands. According to a 2022 CWT report, the cost-per-attendee for meetings and events surged by 25% compared to 2019 figures, and a further 7% increase was projected for 2023.
In anticipation of a potential economic downturn, businesses have started to prioritize extensive cost-cutting measures and operational efficiencies within their event frameworks. Consequently, there will be a heightened necessity for conference organizers to substantiate the return on investment (ROI) of conferences, given the growing significance of showcasing their impact and business value.
A key suggestion to attain comprehensive visibility into all meetings and conferences to pinpoint areas for efficiency improvements and cost reductions is implementing standardized procedures and leveraging technology to automate manual tasks, thereby decreasing overall conference expenses.
Utilizing Social Media for Conference Promotion
With the growing influence of social media in everybody’s life, its significance for conference organizers is increasing at a breakneck pace. Even according to a recent survey by Eventbrite, 64% of attendees prefer their event choices based on online content.
Because of this, leveraging social media for conference or conference promotion has become a lasting trend in the conference management industry. It’s important to note that while social media doesn’t completely take the place of traditional advertising like flyers or word-of-mouth, it significantly impacts how people seek conference information and decide on attendance.
Moreover, social media remains a prime tool currently and in the upcoming future for gauging events and concept success. Our recommendation for you will be to forge partnerships with emerging digital influencers and take the help of digital marketing professionals to manage your social media platforms effectively.
Ensuring Privacy and Security in Conference
The rapidly evolving landscape of privacy regulations highlights the significance of safeguarding customer data, which now parallels the sensitivity of financial information in various global regions. This underscores not only the value consumers hold but also the responsibility we bear in managing attendees’ data.
What information are we permitted to gather from conference registrants? How should we securely maintain their data? What is the permissible duration for retaining data on our servers? How long is it appropriate to continue sending promotional emails to previous conference participants? In what capacities can we utilize this information?
By 2024, Conference coordinators must exercise heightened caution in handling conference-related data, including the personal and financial details of attendees. As our dependence on digital platforms grows, our foremost objective should revolve around fortifying its security measures.
Wrapping Up
We have noticed that many brands, companies, and organizers are taking action to address the trends we mentioned above. Nonetheless, these are not the only trends that are prevailing in the conference planning industry; there are many more that you can consider while arranging a conference that focuses on sustainability with technological advancement, live streaming to attract more attendees, and so on.
Furthermore, every emerging conference trend offers a distinct opportunity to conquer distinctive challenges and showcase excellence in crafting impactful and unforgettable experiences. Whether it involves elevating participant involvement through immersive encounters or adopting tech-savvy digital approaches, the forthcoming world of conference management undoubtedly brims with dynamism and excitement. So, in an industry where changes are part of the journey, joining hands with professional conference organizers like IA-MEETING will ensure that you stay ahead of innovation and effectiveness, and bring the best out of your conferences
