Top Tips for Preparing for a Conference and Following Up with Attendees

Preparing for a conference is a daunting task that requires attention to a number of important matters. Especially following up with conference guests at any time, starting from pre-conference preparations to post-conference follow-up and evaluation. At Alwofod, we strive to provide a professional conference and event organization service. so we share with you part of our experience in this important field through our best tips for preparing for a conference.

Organizing and Managing Attendees

It is essential to take care of the logistical and administrative aspect of the conference after completing the planning and marketing of the event. That is organizing and managing attendees. This stage includes several things such as determining the number and categories of attendees, distributing their invitations and registering them in the conference database. Providing their transportation, accommodation and food needs. In addition to preparing entry badges, souvenirs and certificates for them, and appointing a team of volunteers to welcome them, guide them and help them with any inquiries or problems.

Implementation Phase:

Here comes the long-awaited moment of achieving all the plans and efforts that have been made to make this scientific event exceptional and professional. The importance of this day lies in implementing all the arrangements accurately and effectively. This day is pivotal, as the conference objectives are achieved and an unforgettable experience is provided for the participants and speakers.

First: Registration

The registration team must be ready to receive the attendees, confirm their data, and deliver them conference bags containing important materials and information necessary for the event if available.

Second: Checking the arrangements

You must ensure that the conference venue and its equipment are ready. So check all the arrangements and make sure that all the necessary supplies for the sessions, presentations, and scientific workshops are available.

Third: Setting the agenda

To ensure the attendance and presentation of speakers and guests according to the conference program. It is important to coordinate the agenda and ensure that everyone is present at the specified times.

Fourth: Managing the programs smoothly

Monitor the smooth and effective running of the sessions and workshops. Therefore, dedicated teams cannot be dispensed with to manage each part of the event and ensure that it runs smoothly and sustainably.

Fifth: Participant Satisfaction

To ensure participant satisfaction and engagement. You must interact with attendees and follow up on their needs and interests to meet their expectations. Therefore, you must be ready to solve any problem that arises during the conference.

Sixth: Media Coverage

The media coverage and installation of the conference events is done. You can cooperate with local media and journalists to cover the conference and transmit the most important events and developments to the public.

Our best tips when preparing for a conference

Set a goal for yourself

What is the main reason for organizing the conference? What do guests expect to get from the conference? Set some goals for yourself to achieve over the course of a week before the conference. Starting with determining numbers, registering names, and sending messages with the details that your guests will need.

Determine the program in advance

Send details of the cars that will transport the guests. Send the itinerary, conference schedule, names of keynote speakers, and all conference details.

Have a backup plan for technical problems

Ideally, you want to follow the conference on a desktop or laptop computer. But if your device occasionally has issues, make sure to have another computer, tablet or smartphone ready so you don’t miss out. Have your supplier relationships ready for any emergencies or additional supplies if needed.

Set priorities

Conference days are not days for multitasking. Make this your priority so you don’t get distracted and can maximize opportunities.

Be prepared

Do your research by gathering data about your attendees. So you can identify their priorities and needs. Prepare a list of meaningful questions that illustrate your research – don’t ask questions that you can easily find answers to on their website.

Connect

Connect with your conference attendees and be prepared to answer any questions that may arise.

Take notes

Have a pen and notebook ready to reflect on workshop exercises and sessions and jot down notes. Create a one-page spread for the points that really resonate and that you can reflect on later.

Provide breaks

Provide opportunities for breaks throughout the day. Make sure to get up and move around, eat and drink. This will prepare them to return to the next session refreshed and focused.

Follow-up after the conference

The conference day is an exciting day full of events, challenges and opportunities. Therefore, you must be ready to adapt to any scenario and work wisely and professionally to make this major scientific event wonderful and inspiring for everyone.

Evaluation stage:

After the conference ends, the evaluation stage comes to measure its results and impacts and extract lessons learned for future improvement and development. The evaluation process is one of the vital steps to determine the success and effectiveness of the conference and provide appropriate measures to improve performance in the future. It is also an essential point of the basics of organizing a scientific conference, so do not underestimate it or ignore it.

First: Use questionnaires and surveys

The opinion of the participants is the most important source for identifying the strengths and weaknesses in organizing a scientific conference. Questionnaires or surveys can focus on evaluating the extent to which the content is consistent with the needs of the participants, the quality of the sessions and workshops, the performance of the speakers, and the level of services provided during the conference.

Second: Evaluating the efficiency of the organization

Reports or notes from the team members can be relied upon to measure the efficiency and success of the organization of the scientific conference. These reports can include preparations for the meeting rooms and the team’s performance during the conference. They can also include notes on the obstacles that the team faced and how they were overcome.

Third: Measuring the impact of the conference

It is better to use statistics or indicators to measure the impact and spread of the conference by collecting and analyzing data. The extent to which the conference reaches the target audience and its impact in the specific scientific field can be measured. Indicators can also be used to measure the number of participants and their level of participation during the conference.

Fourth: Recommendations for improving future conferences

These recommendations may include improvements in the quality of content, providing more practical workshops, using modern technologies to communicate with participants, and improving the organization processes. They may also contain recommendations to improve the participant experience and make future conferences more attractive and effective.

In this way, you will be able to extract the most important results and learn from the current experience. To improve the organization of the next scientific conference and achieve the best results and benefits for participants and the scientific community as a whole.