A professional organization of the conference is crucial because it is an event that brings together experts, specialists, and enthusiasts from various fields. It is a kind of platform for participants to exchange knowledge, build relationships, and gain inspiration. Participants have the opportunity to meet other professionals, industry representatives, potential business partners, and mentors. Networking opens the door to new opportunities and collaborations, which can have a positive impact on career development and expanding your network of contacts. As Wide Vision Communication Agency, we are honored to be responsible for organizing numerous conferences. Thanks to our extensive experience gained during previous projects, we perfectly understand the importance of meticulous planning and comprehensive coordination to ensure the highest quality of the event. Our team consists of experienced professionals who are experts in the field of conference organization. A professional approach to organizing a conference includes careful planning and attention to logistics. Our team develops a detailed action plan, taking into account all aspects such as date selection, suitable location, schedule, as well as the availability of transport and accommodation. Through meticulous planning, we ensure efficient organization and participant satisfaction. Effective communication is crucial to the success of the conference. Our team perfectly understands the importance of strategic communication and effectively uses various channels, such as social media, mailings, and websites, to reach the right audience. We also try to ensure readability and clarity of information for potential participants to encourage them to take part in the conference.
In this article, we will discuss the key aspects of organizing a conference and the values it brings to participants.
Press conference “Stop Suszy!” (Stop the drought!)
Determining the date, place and number of participants
The organization of a conference begins with precisely determining the date, place, and number of participants. Choosing the right date is crucial, taking into account the preferences of participants and the importance of the topics discussed during the event. The location should be conveniently located and easily accessible to both people using public transport and cars. Providing sufficient parking spaces for guests is important for their convenience and comfort.
Communication and registration of participants
Communication is a key element before a conference. Properly implemented communication strategies in social media, on the website, and via mailings allow you to effectively reach potential participants. Preparing an online registration form allowing participants to register is an important step. Introducing a dedicated registration period, usually lasting two to three weeks, allows for effective management of participant data.
Conference materials
Preparing conference materials is another important organizational element. Packages for participants, containing notebooks, pens, pencils, and folders with the project logo, are not only practical gadgets but also remind us of the event in the future. It is also possible to add other gadgets that can be adapted to the project budget. Additionally, conference walls, ID badges for participants, roll-ups, and prints prepared in the client’s branding create a coherent image of the conference and make it easier to recognize participants.
Promotional materials prepared by Wide Vision for the “Stop Suszy!” (Stop the drought) conference
Online broadcast
Nowadays, online broadcasting has become an integral part of conferences. The hybrid formula, which allows for both stationary and online participation, increases the availability of the event for participants. In addition to live streaming, providing the ability to participate online in the meeting chat discussion is an important aspect. Organizing a broadcast requires advanced equipment and technology, but it contributes to increasing the involvement and interaction of participants and significantly affects the reach of the event.
Technical preparations before the online broadcast of the “Stop the Flood” conference
Catering
During the conference, we provide participants with coffee service along with sweet and savory refreshments. We take care of their nutritional needs and preferences, providing a varied menu – we usually offer meat and vegetarian menus. When organizing events lasting all day, we also provide lunch, which allows participants to regenerate and continue their participation in the conference.
Catering for participants of stationary conferences “Stop Suszy!” (Stop the drought)
Ending
The end of the conference does not mean the end of our work. Saying goodbye to the guests is only one stage. All participants, both those present on-site and online, receive a mailing from us with post-conference materials. We make these materials available on the project or client’s website as downloadable files. Thanks to this, participants can continue to gain knowledge and use the content discussed during the conference.
In summary
Organizing a conference is a task that requires meticulous planning, precise coordination, and excellent service to participants. Thanks to our experience and the commitment of the entire team, we are able to organize successful and inspiring conferences. We offer participants not only valuable content, but also comfortable conditions, conducive to establishing new contacts and exchanging knowledge. Each conference we are a part of is another step in our experience and gives us the satisfaction of creating valuable meetings for the business and scientific community.
Ambassador of the “Stop Suszy!” (Stop the drought) project Łukasz Nowicki during a press conference
The room prepared for the press conference “Stop Suszy!” (Stop the drought)
