Planning an in-person conference? Read our latest tips
Conference Tips & Takeaways
Last year, Scottie Public Affairs assisted with the planning and implementation of two in-person conferences for our clients. While some attendees continued to err on the side of caution, many were eager to return to in-person networking. We came away with some practical tips to help us ensure future events are as well-attended, accessible, and successful as possible, and we’d like to share them with you.
Our clients saw that many people were eager to return to in-person conferences in 2022
Accessibility Benefits Everyone
Disability advocates in the United States have been beating the drum of added accessibility options well before the COVID-19 pandemic hit. Lockdowns and safety measures opened the door for businesses of all types to take advantage of livestreaming and virtual options to stay connected. The result? More folks from every walk of life could participate!
While it’s wonderful to have the opportunity to network in-person again, conference coordinators should not entirely abandon virtual options. Livestreaming can be costly but consider the diversity of thought you may be missing out on by ending remote options.
Tip: Allow plenty of runway in the event lead up to allow more time to plan for accessible options. Are there portions of the event you can record and make available? Set aside room in the budget for videographers. Also consider sign language interpreters and/or closed captioning.
Boost Your Social Network
All eyes are on your company and your respective social media pages during in-person conferences, so make sure you come prepared! In anticipation of your event, tap into the FOMO (fear of missing out) and get potential attendees excited for your offerings. Make sure they know it’s an event they can’t miss.
Live social media posting gains a huge amount of traction. For some of our clients, their in-person conferences result in the top-performing social media posts of the year and a boost of new followers. Hundreds of people can be talking about your content on their channels, engaging with your posts and other conference attendees. Take plenty of photos during workshops, pull snippets from impactful speeches, and post helpful links that will keep attendees engaged.
Tip: Before the event, pull together speaker handles and search for popular hashtags that coordinate well with your agenda. Draft social media content and schedule it ahead of time if possible (this is especially helpful during award ceremonies.)
A client conference in a convention center resulted in walking miles each day - don’t forget comfortable shoes!
Consider the Basics
If it’s been a while since you’ve attended or helped plan a conference or large event, we have a few more details to keep in mind.
· Don’t forget the Band-Aids – Most events involve plenty of sitting and listening, but conference spaces can be quite large. Break in new shoes before hoofing it from workshop to workshop and make sure to bring Band-Aids for yourself or fellow conference attendees who may not have gotten the memo!
· Be conscious of employee finances – Accessibility considerations come in many forms, including finances! If your employees are expected to attend an in-person event, consider that it may be a struggle for some to put flights, hotels, and food expenses on their credit card. Ensure reimbursement turnaround times are tight or offer to pay up front with a company card.
· Be mindful of comfort levels – For many folks, 2023 may be the first year since the start of the pandemic that they’re venturing out to a professional event. If fellow attendees choose to mask or maintain social distancing, be respectful.