For the comfort of guests at the site should not be cold and not hot. Provide additional opportunity to ventilate or heat the room. If heating doesn’t work very well, warn guests to dress warmer.

There may be more guests in the room than there are seats. For example, if you have two parallel speakers, and the guests are not evenly distributed over the areas. In this case you just need to quickly add chairs.

Keep in mind that the guests will arrive by car. Provide enough parking space near the conference venue. Parking should be free for your participants.

If the entrance to the parking lot has a permit regime, arrange with the administration to remove the restriction for the duration of the conference in advance. If this is not possible, send out passes for the cars, find out and write down the numbers of the guests’ cars in advance and meet them yourself.

The main thing is that guests should not be delayed at the entrance. The last thing you want to see on the day of the event is a queue in the parking lot. In terms of emotional intensity, it’s almost a breakdown of the conference. Stress on the road in the morning is not good for anyone.

Provide clean toilets, availability of toilet paper, soap. Arrange with the site administration for cleaners who will keep order throughout the day.

There will be people smoking at the conferences. Designate a smoking area.

Provide an adequate number of trash cans at the venue. Make sure trash does not accumulate.

Take care of free drinking water on site. Set up several coolers and make sure they have water and disposable cups.

Set up coffee breaks during the gathering period and during breaks. Provide coffee, tea and snacks.

Guests need a place to eat. Take care of the availability of inexpensive and delicious dining facilities when selecting a venue. Also, print and send in advance a list of caterers located near the conference venue.

The lobbies should provide places where people can sit and socialize in a relaxed atmosphere.

During the cold season, checkrooms and checkroom attendants should be available. Self-service should be excluded in order to avoid the situation when someone did not take a number, and then mixed up things.

Please send the guests the map to the place of the conference in advance. This is especially important if you are expecting participants from other cities.

Zone the space. For example:

• reception area;
• rooms for lectures or master classes;
• a coffee break area;
• photo-zone;
• stage area;
• networking area;
• entertainment zone.

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When you first meet the venue, check the laptops, microphones, speakers, projector or screen a few days before the event and on the morning of the conference.

Negotiate with the venue who will be responsible for the equipment. Meet with that person in advance to test, and arrange for a pre-event run-through. If the venue does not provide its own staff, hire a specialist and run with him in advance.

Provide free Wi-Fi. If the venue has its own wifi, test to see if it can handle the day of the event. If the venue does not have such a resource, take care of your own equipment. Test the equipment at the venue. Keep in mind that signal quality degrades when there are a lot of people.

Set up a charging station or prepare an area where guests can charge their phones. Stock up on several types of chargers.

Save the speakers’ presentations on a laptop, on a flash drive, and in cloud storage. Check with the speaker the day before the event to see if any changes have been made to the presentation and if there is an updated version. On the day of the event, review with the speaker his slides again before the presentation.

Record videos of the speeches. They will be useful both for the organizers themselves for the future, and will be of interest to those who could not attend the event but would like to hear your speakers’ reports.

To make sure the sound in the video is clearly distinguishable and doesn’t suffer from extraneous noise, use a cockpit or behind-the-camera microphones. A standard in-camera microphone isn’t enough. If you record video for later sale, contact a professional videographer. With special equipment you will get decent sound quality.

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Create pages of the event in social networks. Post daily the process of preparation, introduce your subscribers to the speakers. Promote publications with targeting for greater reach.

Ask speakers to record a video message inviting guests. Distribute the resulting videos on social networks and on the personal pages of your team members. Arrange for reposts of the publications to appear in the speakers’ accounts.

Collect all useful information for participants on your promotional page. Include the date, start time, and location. Introduce speakers and content. Post the program with timings at least two to three weeks before the event.

Maximize your media coverage. Publish information about the event in profile posters, arrange publications in electronic publications, arrange for a live broadcast on radio or television. Do not rule out a communication channel until you have tried it out. Try to negotiate a posting on mutually beneficial non-commercial terms.

Connect bloggers in your city on Instagram, Facebook, Twitter, YouTube, or Telegram channels. Choose those whose audience overlaps with the event’s target audience.

To evaluate how a particular publication worked through opinion leaders, generate a personal discount promo code for each of them. At the same time, you’ll also stimulate demand.

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To avoid competition between speakers, place the headliners in the large room so that there are no presentations in other rooms at the same time. Otherwise, all guests will go to the main speaker, and the parallel speeches will be left without listeners.

Add a block with practical master classes to the program. This will increase the value of the conference and interest more representatives of the target audience.

Provide a lunch break and breaks between presentations. During this time, guests can socialize, discuss the presentations, and grab a bite to eat.

If you are organizing a conference for more than one hundred people, a good solution is to split the lunch time into different streams. This way you will avoid queues in the dining rooms and dissatisfied guests.

Keep a balance when planning the program: guests should not get bored or tired of sitting too long, but you don’t want to give them too much free time either.

Do not make the program too long. People’s ability to absorb new information is limited: five to six hours for the entire conference, taking into account the breaks, will be enough.

Keep in mind in the timing that guests may be delayed at registration, and you will start later. To avoid pushing back the start of the presentations, allow time for the opening of the conference, so that late guests will be in time for the first presentation. You can delay the opening by ten minutes, no longer.

Do not artificially stretch the timing of speeches, thereby delaying the announced time of the next speaker. It is possible to shift the start time and shorten the opening time of the conference, but not the presentation time.

This is due to the fact that some participants may arrive later to get to specific speakers. If the timing is shifted, you will waste your guests’ time. For a serious business format event, this is unacceptable.

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