1. The right venue, in the right place!
Choosing the correct venue for your conference is the key to success. Ensure that your venue is the right size to match your audience, with the amenities that you will require. AV facilities are one of the first things that you should look at - perhaps you will need multiple screens or audience mics for a more collaborative experience. Once you have selected your venue, start thinking about the set-up and catering. If you have never done this, ensure your venue has an event co-coordinator who will guide you through the process and help you make the right choices.
Choosing a special city can also create a positive experience. For example, does the city have attractions to create a more memorable experience? Hosting a conference in Edinburgh offers your audience the opportunity to explore a beautiful city with so many fascinations to see, such as Edinburgh Castle, Arthur’s Seat and more!
One last tip when looking for a venue is to note past conference feedback and reviews! You can view feedback from the College’s conferences here.
2. Delegate Experience
Guarantee your delegates satisfaction with a clear action plan, including a daily schedule and a summary of everyone’s responsibilities to ensure that the event runs smoothly and on time.
Provide clear communication for your delegates by having multiple points of contact. Is your event listed online - so they can find the address on their phone? Do you have contact details available so delegates can get in touch with the organisers? What are the travel or parking options? Adding a page on your events website or info document with frequently asked questions is a great idea to help answering questions.
Create a safe space for delegates where everyone feels welcome. Are there suitable places for breast feeding or a prayer room? And what about an area for relaxation or for children?
3. A Balanced Plan of Where the Action Happens
Creating an event which includes multiple settings will keep your audience interested. Include time for networking, consider a pre or post-social event such as a dinner or drinks reception.
Invite interactive speakers with not only relevant experience, but an engaging approach to captivate your audience. If you have an international audience, consider how timings of your event will work for those delegates – for example adding on the ability to watch on demand would be appreciated.
When finalizing timings, keep in mind those who might have to travel on the day. Sometimes it’s a good idea to split your two full day conference over three days, starting midday on the first day and closing midday on the third day. This may encourage delegates to attend the parts they are most interested in and add value to a great delegate experience.
4. Sustainability in Corporate Events
The first sustainable option should be looking at the choice of food and catering. For example, is the food locally produced or packaged with recyclable materials?
The ability to incorporate a hybrid conference into your event will also provide a more environmentally friendly way for speakers and delegates to get involved by reducing unnecessary travel. Encourage delegates to access information online, for example, using QR codes, which saves you or them having to print out realms of paper.
When choosing hotels for your audience, look at places within walking distance to your chosen venue, ensuring your audience have the choice to walk to the conference. A venue may offer discounted rates to delegates, for example the College offers discounted rates for a selection of hotels in Edinburgh city centre.
You may also want to consider using a venue in the heart of a city close to excellent transport links, making public transport an easier option as well as an environmental one too.
Finally, take into consideration corporate social responsibility. Are you choosing suppliers who support the local community? Gifts that are made locally made and created with sustainable material are a fantastic way to avoid single-use items. It’s important to look at the business model of the venue, for example the Royal College of Physicians of Edinburgh is a registered charity and events with us support doctors and the healthcare industry on an international scale.
5. Expand your Presence
Focus on building your online presence for those who cannot make it on the day and for those who might be interested at a later stage.
Video content is highly engaging and can be used on social media channels or online networks such as YouTube or Vimeo. Ensure that you have some clear, appealing photos for the event (you could for example use previous events photos or videos) to post leading up to the conference, on the day and & after the event!
Create a hashtag for delegates to use on social media to encourage networking and promote your organization online.
To learn more about hosting a conference or meeting with the Royal College of Physicians of Edinburgh, and our experienced AV team, get in touch with our Venue Team with any questions you may have on venue@rcpe.ac.uk or 0131 225 7324. We are here to help every step of the way!
