Holding a conference is a great way to build rapport with your company’s existing and potential clients. It is a means for you to demonstrate the services you offer and gain feedback on them so that you can develop them further.

Your conference will differ depending on what goals you want to achieve, but all events want to be well planned, within budget and memorable, with your attendees leaving on a positive note.

1. Your conference theme

Decide on the theme you want for your event and carry it out from the early stages, with themed invites right through to the final curtain when you give out thank you follow-up notes. Having a theme generates attention and will immediately capture the interest of attendees, giving consistency and structure to your event.

2. Choosing the right conference venue

The venue and city surroundings are part of the entertainment experience. Taking that extra time to choose a pleasant venue will make the difference. Often something with character will make the visit more enjoyable and cause it to be perceived as an exciting business getaway rather than a chore. Choosing somewhere with adequate parking, near to hotels and where people can easily access travel facilities will avoid hassle for your attendees.

3. Book the right conference speakers

It goes without saying that you should make sure speakers are all prepared, but they ought not to sound robotic from being over-rehearsed either. Integrate some mild humour and do not have speakers on stage for long periods of time – the message can be easily lost amongst all the waffle.

4. Check out the audiovisual facilities

Having audiovisual facilities at your venue will also add to the professional look of your conference and break up long periods of speech.

It particularly aids question and answer sessions and can then be used later on in the evening for music and entertainment. Be sure to test all equipment to avoid glitches at the actual time of speaking.

5. Take a walk in the grounds

Having outside grounds is especially handy in the summer, when being in a room with loads of people can be stuffy, leaving people hot and bothered. It will provide the opportunity for attendees to have a breather and take some time to network in an outside and slightly more relaxed environment.

6. Keep people fed and watered

If the conference is a day-long event or even one that extends over a few days, you will most certainly want to provide refreshments for your visitors and delegates. It is really useful if your venue has its own catering facilities as it leaves one less thing for you to organise. Be sure to consider the dietary requirements of all delegates.

7. Experienced staff help conferences run smoothly

You may need staff on hand to assist delegates with directions for instance. Likewise, if you are providing a lunch or evening meal, you will need catering staff. It can be very long-winded organising your own staff, so it is worth checking if the venue can provide its own. Things are more likely to run smoothly that way.

8. Make your conference cost-effective

It may also be cost-effective to have venue staff and catering, as you may be able to get a cost-effective package deal for the overall business you will bring them through your conference. Find out in advance if they offer any discounts.

9. Keep you fresh in their memory

Organise something for delegates to take away with them after the conference. It could be anything from a bottle of wine to a hamper. And be sure to include compliments and some form of literature, such as a pamphlet, in there too.

10. Ask for feedback

Attendees should leave the event having gained more knowledge about your company and what it offers, as well as an insight into the opportunities available to them if they create or maintain a relationship with you. Asking for their feedback via a short questionnaire will help you improve your next event and show them that you value their opinion.