15 tips on how to create a successful conference

1. Have good foresight with the planning
A successful conference requires good consideration regarding the details. Starting to plan in good time will give you a good basis to not miss anything in your planning.

By being proactive, you also increase the chances of getting the venue you wish to book for the conference and that as many participants as possible can attend.

2. Book the right venue and rooms for the conference's purpose
Make sure to choose the venue and meeting rooms based on the conference you want to organize and its purpose. If a goal is for the team to become more cohesive, it is greatly beneficial to hold the conference outside the city.

Holding a conference at a smaller and charming venue away from the hustle of the city and other distractions creates better cohesion.

Another advantage can be to schedule the conference at the beginning of the week. There is generally not as much pressure for bookings then, and participants will come charged with new energy from a free weekend, allowing you to together reach concrete decisions to implement directly in the business.

Being proactive is also important as attractive venues are quickly booked – so make sure to do this early. The sooner, the better.

3. Create a cost-effective and efficient travel plan
Train, flight, or bus? Make sure to come up with an efficient travel plan. This will save you both time and money. Last-minute solutions are rarely a good idea.

4. Consider any allergies
It is important to take into account any allergies to adjust the day's snacks and meals accordingly. Be sure to double-check with the kitchen staff at the venue before the conference, so that no allergies fall through the cracks.

5. Allow space for a soft start
Make sure everyone arrives at the venue on time. Starting the day with a joint soft start over a cup of freshly brewed coffee and perhaps a lovely breakfast paves the way for a good start to the day's agenda for the whole group.

6. Communicate a clear agenda – and stick to it
Start the conference with the agenda that will apply for the day. What times apply for breaks, coffee breaks, lunch, and dinner? Be clear about the day's agenda so that participants don't have to wonder and can instead focus on the conference.

7. Include regular breaks in the agenda
If your schedule is too packed, you will likely achieve the opposite effect than intended. We assume the goal is not for participants to go home completely exhausted. Therefore, it is important to plan for regular breaks for stretching and refills of the empty coffee cup.

8. Maintain a balanced agenda where utility meets pleasure
One promotes the other, so leave room for both seriousness and playfulness. Take the opportunity to plan exercises and fun examples. Interaction will definitely provide you with alert and engaged participants.

9. Fuel with the right energy
During conferences, there can sometimes be long intervals between meals. However, there is usually no shortage of treats. But candy and cinnamon buns are not always an optimal energy source.

Plan for breaks at regular intervals throughout the day and ensure there is a good selection of healthier options like fruits, energy shots, or sandwiches. This way, participants will generally have more stamina – and last longer.

A good idea is to plan for sufficiently long breaks that encourage participants to engage in some form of movement. Or why not incorporate a group exercise that activates the entire group?

10. Use aids effectively
Conferences are largely about listening. Keep in mind to appeal to all senses and use the technical aids that the venue offers. There is usually an opportunity to show films, PowerPoints, and play sound files.

However, do this in moderation to complement and support the spoken word. A good rule of thumb is to use less text.

11. Plan a fun activity or surprise
Participants need something fun to look forward to! Include an activity in the day's agenda. It can range from a challenge or competition to something relaxing or enjoyable.

In short, the focus should be on an activity that creates shared memories and strengthens the group's cohesion.

12. Fully utilize the venue's potential and opportunities
Take the chance to do things that are different compared to what you usually do at your own workplace.

For example, a lovely time at the spa, a group dinner, some sports activity, or another group activity that the venue offers.

13. Leave space between the day's last meeting and dinner
After a full-day conference with a packed schedule, it may be necessary to wind down a bit before it’s time for a possible group dinner. Most people tend to appreciate a little personal time to dedicate to whatever they want before the evening begins.

Therefore, it's good to plan time for this so that a group of refreshed participants comes to dinner.

14. Document the day

Photograph the day. By documenting in pictures, you can easily help the participants remember what they learned and hopefully how much fun they had together.

15. Follow up
Once back at work, it can be good to dedicate time to reflect on the conference you recently had. What did everyone gain from the day? Did you achieve the purpose of the conference? And above all: what can you change or improve together, and individually, for next time?

Then compile the results and let them be visible in some way. Why not create a kind of bulletin board with all the lessons in the break room along with one or more memorable conference pictures.