How To Plan A Successful Conference


It’s no easy task to host a conference. There’s a lot to think about: food, drinks, tech, safety measures…and that’s before you even get to the content! Even spelling the word “conference” is difficult! C-O-N…. F-M-L.

We’ve had a bit of experience (going on nine years) when it comes to conferences, so here’s a few answers to the FAQs that make the difference between a good and great event.

What should I prepare ahead of the event?
Before the event you will need to organise a tech operator and a run sheet for the day. The technical operator will be your go-to for checking speakers, microphones and screens before your guests arrive. Armed with a schedule, and a lifetime of knowledge, they’ll be on hand throughout the day to assist with any and all issues related to AV. PowerPoints? Tick. Videos? Tick. Your life saver? Tech.

Should I offer refreshments?
To keep everyone well hydrated and energised throughout the event, we recommend providing all-day tea and coffee to your guests – They’ll need coffee, lots of coffee. Additionally, scheduling breaks to grab a quick bite to eat or drink allows attendees to mingle and network, which is a key motivator for people attending conferences. It’s also been said that catered events have a perceived higher value in the eyes of delegates, as well as providing nutrients that literally boosts their creative juices and increasing engagement and participation. Don’t forget to collect special dietary requirements along with the RSVPs so you can cater for everyone’s needs.
 
How do I make my event accessible?
No matter the type of event, there are a few considerations to make to ensure it can be enjoyed by everyone. At the time of registration, be sure to ask your guests if they have any accessibility requirements – ask each attendee about their unique needs, never assume. Consider things such as reserving seats in the front to enable a clear view for people who are deaf or hard of hearing, spacing out tables so they can be easily navigated, avoid using strobe/flash lighting and include captions on any videos within the presentation. To assist you in this process, you can check out this handy guide for organisers as well as this checklist.

How do I open the conference?
Every good conference should start with formalities. Prepare an appropriate Acknowledgment of Country and practice it beforehand. You can find out more information on this by visiting the Australian Government’s website here. Venue housekeeping is also a must. Clearly point out bathrooms, emergency exists, any COVID-safe practices that must be adhered to during the event, as well as give a special shout out to any VIP guests who are in attendance. 
 
How do I liven up the event?
Once you are through with the formalities, it is time for an ice breaker! Nothing says conference like a round of “I-went-to-the-shop” or hearing fun facts about the group. No doubt people would be keen to know Melissa has never eaten a Big Mac before or that Julian can wiggle his ears, right?
 
You’re now free to dive headfirst into organising your conference. This may seem like a lot to take on, in which case we have one final solution…leave it to us!

Until the end of March 2021, you can sit back and relax while we take care of all your event needs from just $70 per person! From award winning catering to continuous tea and coffee and an irresistible AV package, we can take the stress out of planning your next conference. Contact us today and we will take care of the rest!
 
To find out more about our facilities, check out how RAC Arena throws the best functions in Perth!

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