Make Sure You Know the Best Tools for Planning a Successful Conference
By Sam Smith Chief Executive Officer, Network Events, Inc. | September 03, 2017
Planning a trade show or conference is no easy feat, but planning a successful conference is far more difficult. The weeks and months leading up to the event can demand a lot of long hours and stress and any event planner will quickly become intimately familiar with Murphy's Law. With this in mind, there are a lot of tools available that will make planning these events far less stressful. On top of that, there are apps, software, and digital tools that can actually make the event itself go much more smoothly. If you have never planned a conference before, we have compiled a list of some essential resources, best practices, and apps that will help you plan a successful trade show.
Start with a Glossary of Exhibitor Trade Show Terms
First things first, you need to become fluent in the event industry's lingo. Exhibitor trade shows and conferences can be quite complex places, and with terms floating around such as "pop-up display," "promotional partnership," and "modular exhibitor booth," it can be confusing to figure out exactly what is going on. Do both yourself and your team a favor by compiling a beginner's glossary of common terms in case any questions pop up. Understanding how to speak the language will be essential when you start dealing with potential vendors, sponsors, and exhibitors.
A Game Plan
Before you even start to think about advertising your show, you need to come up with a basic game plan. One of the simplest ways to do this is by answering the Who, What, When, Where, and Why of your upcoming event. For example, think of it this way:
- Who - are you marketing to? Who do you want to attend your event?
- What - is your trade show all about? What kind of guest speakers and exhibitor booths do you envision for your event?
- When - is the best time to host this event? Is there anything else going on in your specific industry or city that would conflict with your preferred dates? When would be a better time to have the show?
- Where - will your event be held? Where will you be marketing?
- Why - are you putting this event on? Why would visitors want to attend?
Answering these basic questions will give you a better perspective when planning your show and you will be able to start planning with a clear mind and a clear goal.
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