Organizing a conference is a highly complicated task. Proper conference management is essential to improve the experience of the attendees and make your event successful.
Communication is an important aspect of conference management, which plays an important role on the experience of the participants. Convey as much information as possible about the conference. This will make it easier for the attendees to find information about your conference and helps you to eliminate time consuming and unwanted questions from the attendees. Provide the following information to your attendees.
Logistics is an important aspect that is undermined by the conference organizers most of the time. The attendees should be able to find the details about the date, location, and how to reach the venue etc. easily. Providing these details on your website is an easy way to share the information with the participants. The information should be placed in an easy to locate manner.
Transportation to the venue of the conference is another major issue to look into. Provide the details about various public and private modes of transportation to the venue from airports, railway stations and important landmarks in the city. This information can be provided on the website of the company or create a special app for the conference, to provide all these details.
- Plans of the day
After the conference get starts, send daily emails to the participants, summarizing the events of the day. The email should contain details about the keynote speakers and the time of their speeches, meal plans, social events and other events happening during the day. You can also include the weather report for the day to enable then participants to come well prepared.
- Information about contacting organizers
The daily emails and the website should contain information about how to contact the organizers of the event. This will help the participants to contact the organizers in case of queries and problems. Assign someone from the team to respond to the requests from the participants in a prompt manner.
Collect a list of frequently asked questions by the participants and create a FAQ section to answer these questions. Questions such as the location of the venue, questions about parking facilities, recordings of the sessions, amenities at the venue etc. can be included in this section.
Providing all this information in a clear manner will help you in successful conference management by improving the experience of the participants.