How to plan a successful conference is something many meeting planners / event planners know how to do, but it’s sometimes a challenge for those new to the game. Over the years I’ve had the chance to be hired as a motivational speaker or entertainer ( mentalist ) for conferences all over the USA and abroad.
I’ve been to conferences and conventions that had everything planned perfectly and way too many that didn’t. One little thing can throw the entire event off. In this post I’ll talk about the main one that seems to make it for break if for the motivational speaker, keynote speaker or entertainer you hire.
I’ve written a few blog posts on the subject of planning a convention, sales conference or other corporate event and I’ll post an excerpt from one and a link to it below this post.
Timing Is Everything When Planning A Successful Conference.
How to plan a successful conference will be a lot easier on everyone involved if the timing of your sessions, meals, speakers, awards and other things are perfectly planned.
Yes, I understand that things come up and could change the schedule at the last minute, but having everything timed out in advance helps. Leave time in between the sessions for bathroom breaks if needed. So many people don’t even think about scheduling any extra time for that.
You want all your attendees in the room for your important meetings and not running to the restroom.
As a motivational speaker and entertainer the one thing that I know for sure doesn’t go well most of the time is having me do my presentation after your guests have been busy all day long. When I start my presentation at 9PM or 10PM after your attendees have been in meetings since 9AM, I’m presenting an audience that is exhausted. You’d need a truckload of Red Bull to get them energized.
I find the best time to have someone entertain or motivate your guests is right after dinner and before any of the awards are handed out. Having an entertainer or speaker right after lunch or in a morning session to kick things off also usually works out well.
Why have the entertainer or speaker before the awards? You are paying great money for the motivational speaker, keynote speaker or corporate entertainer to be there. You want your guests to see their presentation. Sometimes at events employees are just sticking around to be polite so they can get their award, have their photo taken with the CEO and get out of there.
Having the entertainer or motivational speaker on before the awards assures you that all your guests will be there for their presentation. The awards, if you are going to be presenting any, will be at the very end of the schedule so people can leave right after if they’d like to.
You want your audience to be attentive for the speaker or entertainer not ready to fall asleep. People learn better and get motivated better when they are having fun and are energized. Don’t waste a lot of money by putting your keynote speaker or motivational speaker on the schedule when people want to leave after a long day. Your guests won’t get nearly as motivated as they would when they are wide awake.
One of the last events I performed at was running a bit behind. Instead of having me go on at 7PM it was delayed until 8PM due to people being stuck in traffic. Since they weren’t there for dinner that was also delayed.
To make a long story short I didn’t go on until over 2 hours past my scheduled time. My presentation was a success, but it would have gone even better if it was on time.
Think of the schedule of your conference like having a large meal. You are totally stuff and when the waiter or waitress comes by and asks you if you want dessert you pass because you don’t have anymore room. Your guests have a limit of how much they can mentally take as well during the day.
If you are having session after session for 8 hours straight they will be ready to go back home or to their hotel rooms soon after that. They are tired, mentally overloaded, hungry, exhausted, etc. Now you offer them their “dessert” for lack of a better word, the motivational speaker or entertainer to motivate and entertain them. They are already mentally full and would rather pass on it. It wouldn’t matter if it was a celebrity, they are tired.
Schedule the most important parts of your conference at a time when your audience is still energized and taking it all in.
As you learn how to plan a successful conference let my suggestion of scheduling the motivational speaker, keynote speaker or entertainment at a decent time for everyone involved be at the top of your list.
Here is a segment from my blog post 5 Things You Need to Know Before Planning A Convention:
5 Things You Need to Know Before Planning A Convention
It’s safe to assume that planning a convention comes with a range of complexities. There are several things that need to be considered in order to make it successful. This means that if the convention isn’t planned down to every detail then it’s not going to work out the way you want it to. Setting the perfect date, contracting the right motivational and keynote speaker, finding a suitable location and making sure everyone can get there easily are some of the fundamentals for this project. Here are the top 5 things you need to know before planning a convention.
1. Speakers and Entertainment
When it comes down to it then your first order of business needs to be finding the right motivational speaker and necessary entertainment. If you don’t have somebody that is going to connect with your audience then it doesn’t matter what location you choose, because the audience is going to be bored. Make this your first priority and establish that you have something valuable to offer the people that come. Some of the best motivational speakers in the world, such as John Pullum for example, only require a city and actual date in order to accept your invitation.
With this in mind, make sure you only get a keynote speaker that’s worth the effort and the time. Ask for references and watch some videos if you have to, but don’t give your audience a reason to fall asleep.
2. Location, Location, Location
The second step is to find the perfect place for the convention. First look at who you will be inviting and where they will be coming from. You want to make it very easy and affordable for them to get there, so consider the geographical implications. Take into account how much the location is going to cost as well, because you don’t want to end up over-spending. Last but not least, pay attention to the weather conditions. Las Vegas can be over 110 degrees most summer days and Michigan can be well below zero degrees in the winter. You also don’t want to book an event in Florida during hurricane season.
In other words, you want a backup plan when the weather isn’t going to play along. If it’s going to be an outdoor event in the summer time then get the necessary tents and coverage. But if you decide on an indoor event, which is especially helpful during the winter, take note of the environment and the atmosphere. You want it to be welcoming and exciting.
3. Accommodations / Convention Center
Always take into account the hotels where your guests are going to be staying. More importantly, you don’t want the air fares and the accommodation to be too expensive, because then you will be facing a lot of last minute cancellations. Some hotels raise their prices really high and sell out in a hurry if popular conventions are in town. You want to make sure you pick a time where this won’t happen you to, unless you are the popular convention. If it’s within your means to arrange transportation from the airport to the convention center or hotels then definitely consider it, because it’s going to count as a big convenience for those who are coming.
It’s also important to look at whether the convention center will be able to accommodate the number of guests and if the right equipment is available for the entertainment and motivational speaker, such as the lighting and the microphones. Read reviews on the hotels and convention centers you are considering before making your decision. Flying out to the location to check them out in advance before you book them is always a good idea. It’s better to be safe than sorry. Don’t trust the beautiful photos they put online. You can get high quality venues at nice prices if you do your research and are flexible on event dates.
To read the rest of this blog post click the following link: 5 Things You Need To Know Before Planning A Convention.
You might also be interested in my blog post:
7 Simple Steps For Planning Effective Business Meetings and Events.