Advantages of Hiring Professional Conference Organisers
By Sarah Hill
Professional conference organisers are specialists in the planning and delivery of conferences. These companies or people will be there every step of the process from first initial idea to post event analysis. Therefore, there are many advantages of hiring professional conference organisers, the No. 1 being the experience they can bring to the table. Organising conferences is what they do all day every day ensuring the process is streamlined and the conference itself is executed without a glitch.
At the start of the conference planning journey, the professional organisers begin by negotiating suppliers contracts to enhance your conference. The endless database of contacts, including but not limited to venue, caterers, AV and production, design and registration, is the perfect starting point for anyone wanting to plan a conference. No more trawling through endless Google searches trying to find the most reputable yet cost effective supplier for your needs. From site visits to tastings to contracting, professional conference organisers can arrange it all. And to top it all off you only have the one point of contact to liaise with, the middle man between you and your chosen suppliers, saving masses of time and confusion on top of already hectic schedules corporates are faced with these days.
Now the most important element of any event, let alone conferencing, is the budget. And our trusted professional conference organisers will seek out the best suppliers at the best price. Generally managing to secure better rates than going direct, organisers can ensure pennies are saved and you can successfully stick to your set budget. They can take care of all incoming and outgoing expenses creating efficient financial management all in a centralised place. One less worry for your team.
One of the biggest struggles new conference organisers encounter is ways to promote their conference. The professionals are on hand to help with your marketing strategy to reach ticket sales and attendee targets. This might include website design, social media management, media releases, public relations and registration. Whether it is advice you require or full on marketing and promotion management, you can utilise the expertise, knowledge, skills, tools and contacts the professional organisers have to create a successful conference.
In the run up to and on the day of your conference, there are so many things that need to arranged, checked and confirmed that your professional conference organiser will be dedicated to doing. Keeping the support going through the entire event itself and providing full conference management means you don’t need to be worrying about what could happen or what could go wrong and just enjoy the occasion. The professionals will know what the areas that have the highest risk of going wrong are, and also know exactly what to do to prevent them from going wrong. A conference organiser eliminates stress on the day, with trained staff and backup plans to handle any situation.
When the conference is complete it is absolutely essential to complete an end of conference evaluation and review its success. This allows you to identify areas that need improvement and recognise what worked well to carry on to the following year. Evaluating the event will year-on-year benefit the success of the conference. Professional organisers can also offer their advice and feedback based on their previous experiences, and can provide the best documentation in order to get the most out of the post event analysis.