Ten conference tips and tricks
If you’re spending money on a conference, make sure it’s a great one. A conference that people enjoy and remember. Here are 10 tips for a great conference.
Tip # 1: Gather your guests before the conference starts
If you have delegates who come from various places, or even various departments, gather them together before the conference officially starts. We know – it costs more: possibly even an additional night’s accommodation and food – but in the long run, it really is worth it. When people attend a (good!) conference, there is a vibe before the start, people are chatting, greeting one another, speculating and even gossiping. This is not a bad thing. Encourage this camaraderie. This is impromptu teambuilding at its best. Get this done over an informal meal the night before the conference, or at a leisurely breakfast before the official start. If you do this wisely, you can really build anticipation for what’s ahead. When your conference officially starts, your delegates have done their catching up. They are now ready to hear your message.
Tip # 2: Start with a bang
Now you have a crowd full of anticipation. Don’t let them down. Start with a bang. Start with a big announcement, or a fabulous opening act. A really good opening video can also do the trick. Right here, you’re setting the mood for the rest of the conference. Impress your audience right from the very first moments.
Tip # 3: End with a bang
End your conference with a bang, not a whimper. After a day or two of conferencing, your delegates will be tired. Hopefully your conference has been chock-full of things for your delegates to take in, consider and share. But now your people are drained. Let them leave on a high note. Round off the conference with something great. When your delegates think back on the conference, they will remember that it started great, and it ended great!
Tip # 4: The length of your segments
Humans can only take in so much before their minds start to wander. Even the greatest of speakers knows just when to round things off and end on a high note. From our experience, 20 minutes is the maximum time for a single-speaker, corporate-type talk, speech or segment. A really good motivational speaker can hold an audience for longer than this, but for a typical corporate session, 20 minutes is more than enough, and this includes the use of visuals. Without visuals, a talk should be much shorter. If another speaker follows immediately, allow a 2-minute ‘switch’ between the two. The ‘switch’ is best handled by the MC, who takes the 2 minutes to thank the first speaker and introduce the next. These 2 minutes allow the audience to also mentally ‘finish’ one segment and be prepared for the next.
Try to include interactive sessions in your conference, where your audience participates in the session. There are a number of ways to do this – find a creative way of getting your audience to actually be part of the presentations.
Tip # 5: Choose the right MC
You do need a master of ceremonies (MC). This person provides the thread that sews your conference segments together. Your MC can be a professional, or someone from your organisation. But whichever you choose, choose the right one for your particular conference and your audience. Do not fall into the trap that the ‘most relevant senior person’ should be the MC. This may not be right for your conference, and may not be right for this person. The MC needs just the right character, standing and attitude for your conference.
Tip # 6: The sequence of your speeches
Variety of information and level of energy is key here. If a particular speech concerns finance or IT, for example, follow this with something different, such as marketing or communication. Follow a ‘more reserved’ speaker with an energetic one. Balance a really energetic talk with a more moderate one. Again, do not fall into the trap that finance goes first, then IT, then HR, then etc etc etc. It is in your best interest to really design the delivery of the information you present. Your audience will be more receptive to a good balance than to a ‘logical’ sequence. There are also certain ‘hot spots’ and ‘dead spots’ in conferences … use your ‘hot spots’ for your most important sessions, and try to brighten up ‘dead spots’ with interactive or especially interesting sessions.
Tip # 7: When to take a break
If you want your delegates to remember things, give them a break. Sessions should not be longer than an hour-and-a-half without a break. If your audience is leaving the venue for a short break, a tea break or lunch break, remember that it takes some time for the entire audience to leave the venue, and return to their seats after the break.
Tip # 8: Do something unique
Your delegates have probably gone to many conferences, and can hardly remember which was which. In fact, they probably remember the conference from the venue …’was that the one in the Drakensberg or the one we had in Cape Town?’ Do something that makes this conference one they will remember. Link this ‘something’ to the overall message you want to deliver. Give your delegates something that they will not forget, and you will give them a conference that they will not forget.
Tip # 9: A motivational speaker
A really good motivational speaker can make an entire conference. Choose just the right one for your conference and audience, and your delegates will remember this for years to come. Make sure that the speaker is just right for your company, brand, or the overall message that you want to convey. Really good motivational speakers can be expensive, but they can also literally change people’s attitudes, ideas and even their lives.
Tip # 10: Choose a good conference organiser
Yes, this tip is essentially: give us a call, but we truly believe that behind the best conferences are excellent conference organisers. Take the stress and strain out of your conference by giving us a call to organise it for you. Together, we can plan a conference that will exceed your expectations, deliver your message and delight your delegates.
When next you’re planning a conference, give us a call right up front, and we can help you make that most of these 10 tips. We’re happy to get involved in the planning and structuring of your conference, right down to assisting with making each and every presentation one that delegates will respond to, and remember.
