Looking to make your next conference a success? Look no further! We’ve compiled a timeline with all the vital steps needed to host a conference that your attendees will rave about. Of course, if you need additional guidance, our experienced event staff would be delighted to hold a consultation with you!
Months Before the Conference
Careful planning in the months leading up to your conference is key to success! Outline your budget, your preferred dates, and your objectives. Based on what you hope to accomplish with your conference, plan events and sessions around your goals.
One of the most important considerations is your venue. Be sure that your venue can accommodate everyone, and that there are plenty of amenities, including accommodations, food, and leisure facilities available. The more attractive your venue, the more likely you are to attract attendees to your conference.
At Vintage Hotels, we offer more than 47 venues across our five luxurious hotels to suit your needs, whether you’re planning an intimate board meeting or a conference for hundreds of attendees. Our talented culinary team crafts delicious menus for any event, and our hotels feature desirable amenities like world-class spa facilities, fine dining restaurants, and beautifully appointed guestrooms.
1 Week Prior to the Conference
Be sure to send out any last-minute email reminders to all attendees and publish frequently asked questions on your website so that they can easily find the information they need. Make sure that your contact information is readily available in case they have questions or concerns.
You should go through a basic rundown with your team of what you have scheduled and ensure that everyone has what they need for a productive and successful conference.
On Your Conference Days
Keep yourself relatively free and available to help your team if issues arise. If you plan on hosting a hybrid conference, you should have a dedicated team whose sole job is to livestream your events and respond to virtual attendees.
Designate a team member to monitor the engagement level at your conference, and to update and respond to questions on social media. If your conference is a multi-day event, ensure that a short recap email is sent out at the end of each day to refresh your attendees’ memories and give them a record to refer back to.
Post-Conference
After your conference, send an email to all attendees to thank them for their attendance and invite them to offer feedback. You should also thank any sponsors, vendors, speakers, or volunteers. This thoughtful follow-up reinforces your commitment to their experience and ensures a connection beyond the event.
Finally, hold a meeting with your team to discuss your attendance and revenue metrics, including things that went well and areas for improvement. Sharing feedback with your event planner at Vintage Hotels can also provide valuable insights for your next successful gathering.
Plan a Successful Conference with Vintage Hotels
Take the guesswork out of conference planning with our professional event planners! Our team would be delighted to help you plan your ideal conference, from the venue to catering and amenities. Contact us today to be paired with one of our experienced planners and begin tailoring an event to your needs!