We all know that planning is the key to a successful conference, meeting or event. So how do you plan to make sure delegates get the best out of your events?
The German Convention Bureau has identified five elements to improve the delegate experience. We explore them, here.
Research has shown that networking is an important reason for attending an event. Event organisers should plan enough time for everyone to have the opportunity to meet and introduce themselves.
There are plenty of things organisers can do to facilitate networking. There are matchmaking systems to connect people before the event has begun. At the event, icebreakers can start communication and get people familiar with each other. Or interactive displays will create a reaction and get people talking.
Another top reason for attending an event is to have access to new and exciting information. For many events, attendee satisfaction depends on the quality of content. The content must deliver new knowledge, improve understanding, and attendees need to be able to use it when they are back in the office. The information must have the power to motivate them or change their behaviour.
Speakers must be able to discuss a topic thoroughly and be engaging so the audience listen and take in what they say. They must also be able to answer questions, so, they should be very knowledgeable in their chosen topic. Think about the formats of sessions. Can some be interactive, or can a session be delivered by attendees working in small groups?
Events that surprise and create change can positively impact both individuals and organisations. First-hand experience is important, and to introduce something different can create a lasting memory and sense of community.
Event organisers should consider building in an element that ties in with their organisation’s CSR policy, such as a meditation session, an inspiring speaker, creating artwork or a team-building exercise. This element needs to have a purpose but it can introduce attendees to something unusual and change their mindset.
Everyone expects technology to be at the forefront of the event. While it’s nice to introduce some innovative elements, they must be meaningful. There are apps and software to facilitate interaction between attendees and speakers, and using technology to engage delegates will create more interaction. Elements such as live streaming, virtual reality, specialist apps, and so on can elevate an event to the next level.
Organisers should consider whether it would be possible to mix digital and real-life options for people to interact with each other, while remembering that different personality types (more or less introvert or extrovert) have different ways of communicating.
The main overall aim is that the attendees are happy with the event. They will have had different reasons for being there, and if they leave having achieved their goal, they will be satisfied. If they have gone to learn something new, made new contacts, and met their goals, they will deem it a successful event and hopefully attend again.
There is many aspects to remember when organising an event which contribute to the overall success. However, the most important factor to consider is the clients’ and delegates’ satisfaction. If they are happy, it was a successful event!
Need help planning your next event? Try our very own Trinity Event Solutions
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