Planning a conference or seminar? Make it an energetic event with Bar Company

Dos and don’ts for organising a conference

Tips for organising a conference:

• Focus on one clear target audience: Decide who you want to reach and what you want them to take away from the event. Set the objective of your conference and tailor the content, speakers and format accordingly. Perhaps a creative approach such as a corporate festival Well, it’s better than a traditional setting.
• Communicate in good time: Send a save the date At least three months in advance, so that guests can keep the date free. The official invitation should ideally be sent out around six weeks beforehand. Make sure it includes the key details: where, when, why and how to register.
• Involve your guests in the programme: Ask your target audience for input or ideas on topics. This makes the content more relevant and helps visitors feel more involved. What’s more, you reduce the likelihood of no-shows.
• Make it personal: Send an invitation via a short video or a personal message rather than a standard email. A personal tone in your communication creates a stronger sense of connection – even before the conference begins.
• Think like a visitor: Go through the entire programme in your mind: from arrival to departure. What might people encounter? Does the route make sense? By putting yourself in your guests’ shoes beforehand, you can avoid any surprises on the day itself.
• Make a note of everything: Make sure you take good photos and videos, or stream the conference live. Not only will this provide valuable content, but it will also make it much easier to get people excited about the next edition.
• Don’t forget the follow-up: Do let us know how it went afterwards. Send us a brief review or share an after-event video and a photo gallery. That way, the positive feeling will linger a little longer, and you’ll receive valuable feedback for the future.
  

Things to avoid when organising a conference:

• Standard daily schedule: A conference running from 9.30 am to 4.30 pm may seem practical, but it often leads to traffic congestion. Moreover, a programme consisting solely of speakers and breaks is not very inspiring. It is better to plan three or four highlights, interspersed with time for relaxation.
• Too much communication: Don’t overwhelm your guests with emails and updates. Decide in advance which points of contact are really necessary, and make sure you share something new or valuable each time.
• Queues at the entrance: Ask visitors to register first and only then hang up their coats. This will prevent queues at the counter caused by tickets still being in coat pockets.
• Badges that are difficult to read: A business card that is illegible serves no purpose. Use a large font and consider using colour-coding for different target groups or interests.
• Empty front rows: Make sure not everyone sits at the back. Have a host or a member of management politely guide visitors to the front seats.
• No technical check: Test all the equipment before the big day. A microphone that cuts out or a presentation that’s hard to read will immediately take the wind out of your sails.
• An informal networking session: Do you want people to really engage in conversation with one another? Facilitate networking with an engaging activity or an app that creates matches. That way, you can ensure it doesn’t just remain small talk.
  

One last tip from us: Start the day with our healthy shots.