Steps for organizing exhibitions and conferences

Many parties resort to organizing exhibitions and conferences. In order to carry out activities aimed at addressing the masses. Because it is one of the most effective means of conveying specific messages and information or advertising products. Some organize it to exchange ideas, form distinguished relationships, and direct interaction between bodies and the public.

Setting the agenda

A timetable must be set for the conference or exhibition and the number of hours it will be held must be determined, meaning the hour at which the exhibition or conference will begin and the hour at which it will end. Here are some important points to pay attention to when setting the agenda:

• Work on scheduling time for spokespersons.
• Holding workshops consisting of small groups.
• Develop a plan to provide full meals or snacks to conference or exhibition participants.
• Have a tour or dinner party after completing the conference or exhibition agenda.

Calculating the budget for exhibitions and conferences

Holding exhibitions and conferences requires a lot of expenses, so many calculations must be followed to determine the budget for their establishment, including:

• Determine variable expenses such as the number of delegates and fixed expenses such as venue.
• Determine expenditure categories based on the conference programme.
• Agree on the budget for the venue, speakers and staff.
• Determine the cost of insurance, marketing, beverages and food with government taxes.
• Calculate all potential sources of income such as registration and advertising.

Venue for exhibitions and conferences

When choosing a conference venue, several considerations must be taken into account to facilitate the attendance of a large number of participants, including:

• Number of people participating in the conference.
• Providing a parking space.
• Choose a suitable place to provide facilities and amenities for all attendees.
• Providing a lively location close to transportation, airports, and hotels.
• It is preferable that the conference be held in a special conference center in a hotel that contains special conference halls

Important tips for the success of organizing exhibitions and conferences

1. Early planning for the conference begins at least eight months or more in advance.
2. Many places and meals must be reserved a month in advance.
3. Form a committee consisting of more than three people so that this committee can make decisions regarding this conference
4. Choose a coordinator for the conference, and this person is responsible for all basic decisions.
5. If the conference has been repeated and organized before, the coordinator for the previous conference can be chosen, or the new coordinator can ask him for some information in order to help facilitate planning.
6. Determine the desired goals that must be achieved from this conference.
7. Choose the city in which the conference will be held and specify the date.
8. Determine the name of the conference when it is announced and search for ideas for the name by searching for similar conferences.

Steps followed to organize a successful and effective conference

• Hold a meeting with partners to determine the main objective of the conference.
• Evaluation of the conference via an electronic form or evaluation sheet for conference participants.
• A tour of the venue should be taken before the conference date to ensure that the conference equipment is in good condition and that everything is in order.

In Alwofod, we take pride in our extensive experience in organizing successful exhibitions and events. Our distinguished team of professional organizers and technicians have the skills and resources necessary to turn your vision into reality.

By partnering together, we will ensure that your next exhibition is the most impressive and most visitor-friendly. We will work together to plan every detail, from the innovative stand design to seamless logistical handling. Our team will also provide you with the latest technology and equipment to ensure a distinctive viewing experience for your customers.

We believe that success lies in focusing on the fine details. Our team will therefore be ready at every stage to provide the necessary advice and support to ensure that your exhibition exceeds your expectations.

If you want to organize a successful and unforgettable exhibition, do not hesitate to contact us. We will be happy to work with you to achieve this goal.