Professional Conference Event- The Plan

All the people from the business world or any other field have attended a professional conference once in their lives. A professional conference is a huge meeting that involves a lot of people from all genres of the profession. It is of many different types and each of the conferences has their own agenda. A conference can be just for the employees or the employer’s or the heads and big names of the different companies. In other words, a professional conference can be described as a huge scale meeting of the people of the same profession who sit down to discuss the matters of the company or the stream they are working at. A professional conference can be a small company, a state, a country or an international event.


We always see the big arrangements and the state of art facilities that are given at these huge conferences. A professional conference has to meet a set criteria for the people attending it. There are some rules that need to be fulfilled while organizing the conference event. The key to a successful event is making sure everything goes smoothly and people are able to gain some knowledge out of it. People love to go to these conferences since they get to meet many professionals that are doing great in their respective fields and being able to share the knowledge with them is a great experience.


If you have been given the opportunity or responsibility to organize a professional conference and you have no idea how to go about it. Do not worry, you are not alone. It is normal to feel lost when such big events are handed over to you for the first time. For this reason, we are here to help. We have curated a step by step guide to help you devise a foolproof plan for your professional conference that guarantees you a 100% success. Keep reading:


Start Early and Pick A Date For The Professional Conference

A professional conference needs time to plan and starting early is the best thing to do. As soon as the date or the idea for the conference is passed by the team, start preparing. Set a date and make sure it does not collide with any other big meeting, event or a festival. Make sure that the conference is held on working days since not all the members will be able to attend it if it is on the weekends. If the conference involves people from outside the city or country, try and arrange it on Thursdays and Fridays so that the attendees can do some sight seeing during the weekend.

Make A Team

Creating a team is the second step. Choose the people that have a thorough knowledge about organizing the conference and the things are going to be discussed in the professional conference. It does not matter how big or small your team is, the members should be hard working and dedicated. Always remember, quality is always better than quantity. Build your team at least three months prior to the professional conference. Pick up people from different fields to take up different tasks.

Make A Plan

As mentioned above, all your plans should be ready at least three months prior to the event. Take the first step and decide a name and theme for the conference. This will help you in creating the logo and sending out invitations early. Set a feasible budget for all the activities in the professional conference. Divide the budget evenly amongst all the teams that are taking care of all the departments.

Get The Sponsors

A professional event needs sponsors to run and you will need to find them as early as possible. Remember that the sponsor will need some say in your professional conference so it is only alright to look for a sponsor if you can divide the time of your conference with someone else. But to look at the brighter side, this might even be good for the publicity of your professional conference. If the sponsors are a big and famous company, they will obviously draw more interest that you possibly can.

Pick A Venue For The Professional Conference

Picking the perfect venue for your professional event can be a little painstaking since there are lots of things that you need to consider. They are:

  • Type of venue: Depending on the concept and the theme of the pick out the best venue that suits you. It can be a hotel, some banquet or a university conference hall etc.
  • Location- Find a location that is easily accessible. Also, make sure that the location is welcoming and peaceful surrounded by greenery, if possible.
  • Parking- No matter how big the venue is, there should always be ample parking space for the people to park their vehicles properly. The place should not get congested.
  • Availability- Make sure that the venue you have selected is available to rent on the dates. Make the bookings as soon as possible.
  • Technical Equipment- The audio settings, the stage, the lightings and other visual equipment should be accessible at the venue.
  • Catering- Food and drinks are also a big part of a successful professional conference. Take care of the special dietary requirements that people might have and have a lot of variety.

Pick Out The Speakers

Selecting the perfect speaker is not as easy as it might sound. There are a lot of things to consider before finalizing somebody. Find a person that is engaging and suits all your requirements. Ask the speaker for any special arrangements he needs. Also, appoint a few volunteers to take care of the speaker.

Promotion and Media Involvement

Promotion is the last and one of an essential step in organizing a successful professional conference. Create a social media page of your event. Print brochures and flyers. Use social media and email marketing to your benefits. Print out beautiful invitation cards and send them to all the attendees individually. Make sure the agenda and the itinerary are clearly mentioned on the invitation cards.

During the conference make sure you interact with all the guests and make them feel comfortable. Also, keep a check on all the arrangements and set volunteers everywhere to guide the people around. After the conference ends, ask the attendees for their feedbacks and work on them for the next time. Do not forget to thank them for attending the professional conference.



Hosting Promotional Event To Increase Shopping Sales

There comes a time in the career of every company that their sales drop down a lot. This is the time extra work in every direction has to be done in order to make the sales up to the mark. There are many strategies and plans that need to be applied to the marketing strategy for this to happen. Even if the company is not under loss there are times when there is a need to increase the sales. For the new companies who have just started providing consumers with services, the increase in sales can be a very big breakthrough. One of the best marketing strategies to boost up the sales can be hosting an event.

An event can be of any type from a basic promotional event to a music concert to a fundraiser or a conference. Events are the best way to connect to the customers the old and even the new potential ones.

If you are confused about how to go about hosting an event that can increase your shopping sales, we have some tips for you. These pointers can be a huge help if you are new to this and this is your first time hosting an event.


Hosting a Promotional Event- How?

Hosting a promotional event is not very difficult. However, hosting a successful promotional event that does increase your sales can be a little tough to manage. Some of the points to consider are:

  • Know your customer

The first thing you need to do is to know what your customer base is all about. Every company usually targets one section of the society and this is the section that makes most of their profits. So, decide on an event that would interest the people that make the majority of your present customer base. Hosting an event for the youth is very different than hosting an event for the elderly. So, make a rough estimate of what kind of people does your brand or your company attracts and plan something to lure them in. This might even get you some new customers along with impressing the old ones.

  • Give Discounts

Nothing is more attractive than a discount or a complimentary gift. So plan some discount offers that can be showcased in your event and market them properly. Give your permanent or loyal customers some credits or loyalty vouchers so that they feel appreciated. Increasing and keeping the sales coming frequently are the two very different things. But, these are interlinked. If the permanent customer is impressed, they will utilize your services forever, this will maintain your sales and profits. In addition to this, they will publicize you for free, in turn attracting more customers to your business.

In addition to this giving discounts on your products can attract a lot of people to try out your stuff and become your valued customer. Try and put some of your best pieces and services on discounts for such events so that the first time customers are impressed.

  • Invite Celebrities

The celebrities are very helpful in making any event a success. So, if you have a budget, calling a celebrity to your event is very good idea. Many companies try and add some bloggers and youth famous personalities to their customer lists. These famous people do have a fan following and can attract new customers to your business. Ask these personalities to attend the event that you are hosting and publicize it on their social media to attract an even bigger crowd. However, asking a big celebrity to attend the event is the best thing to do.

  • Use Social Media

Social media is free marketing. So, make use of the social media as much as possible. Publicize your event on the social media and attract a lot of consumers. When the people do attend your event, try to explain the values and causes of your event and what services you are best at. Treat each and every attendee with a lot of respect and importance. Each attendee is your potential permanent customer. Live stream the event on your social media page. Ask the attendees to live stream the event on their social media page. 


Hosting a Promotional Event- When?


The timing for hosting a promotional event also plays a huge role in it being successful or not. Your aim is to attract the most customers possible and this can not happen when the public is not available to shop or attend. So, try and follow the following tips on hosting a promotional event:

  • Holidays

Holidays are the time when everyone is free and is looking for some kind of entertainment source. If your target audience is the youth going to schools and colleges. Summer or winter breaks are the best time for hosting an event. The children are free and mostly active on the social media. So your social media marketing will also be successful.

  • Weekends

Now, to attract the office goers weekends are the best time. These are the two days when these people are free and can be a part of any activity. Make sure to put up discounts during these days so that most people attend the event or your venue to make the most of it.

  • Festivals

The festive season is a time when all the people are looking to buy different things for themselves or their relatives and friends. This is mostly the time when the sales go up. This is also the best time to host a promotional event. If you have to launch a new product, there can not be a better time than this. Hosting a promotional event of any kind can attract a large number of crowd to your venue. All you need to do is market it well. People are looking for offers on many things during these times and this is the best time to get your sales up.

It is not always important to host the events on the normal festivals. put up offers on small festivals. This will not only attract the crowd celebrating the festival but will also attract the people who are looking for an off-season offer or event.


With these small things in mind, hosting a successful promotional event would be a walk in the park. The main thing to remember is to treat the customer as the first priority and give them utmost importance.

Tech Blends Into Business Events

Technology has been touching our lives in various forms, from education to health care, from entertainment to food. Every element of the life that we know uses tech. So, how could the event industry remained untouched? With advanced gadgets and connectivity becoming a primary element of a business; a business event should be shaped with and around this tech as well.

Science transforms every moment, and every few days we can hear about something better and advanced developments. Earlier, one would feel that those boxy TV was the epitome of advancement, but then came the LCDs and LEDs. Then we thought, the touch phone with smart features was the limit, but now be have these powerful and amazing smart phones.

There were times when people would turn off their phones at conferences and business events. These are the times when people expect event updates and highlights on their smart phones. We need to transform the business events such that our guests aren’t mere crowd, but active participants of the event. The technology took away your guests, but the same can be used to enhance their interest at a business gathering.

Here are a few ways to integrate tech into a business event and let the magic begin. Altogether these organization tips are worth considering.

Using social media to your advantage.

People have made social media as an integral part of their lives. Be it any kind of event, one can find people sharing their emotions and ideas through the digital platform. Platforms likes Twitter and Facebook can act as powerful tools to gather the experience of the participants. You could use them to enhance participation as well as direct the traffic to the event highlights. Asking your guests for suggestions could help adapt the program in ways the audience prefers.
These platforms could act as a means of communication between the speaker and audience. Special apps which allow text – to – moderator functions could make the presentations valuable and adds to everyone’s comfort.

Adding a personal touch with beacon tech

By using some really cool tech gadgets and big data, you could interact with the guests  through their mobile phones. This could lead to new possibilities. Think about a major business event put together through micro events addressing different elements. This would let people choose their area of interest which means active participation. This could help by saving funds spent to host different events.
The beacon technology is the key to a personalized event. The system detects guests’ mobile phones as well as share relevant information to them. Also, they could push highlights of the events in their vicinity. This serves as an efficient channel for communication coupled with guest-centric services.

Make your events interactive with Augmented Reality

Augmented Reality has defined a new realm of interactive displays. It has come up as a powerful means to attract viewers. Adding systems based on this concept would not only increase the value of the event but also excite the attendees. Hook up the VR system in a prime location and see people stepping up to interact with it. Try and make it exciting by mixing up the concept into a graphic game or video. In order to make it more fun, you could turn the entire landscape into a game arena. Let the guests visit various sections of the event and collect points or goodies. This would keep them excited and add to event’s success.

augmented reality tech at business conference

Interact with guests through their mobile phones

For a business professional, their mobile phone is a necessary element. An event organizer could connect to the guests through their LinkedIn profiles or other business networking site. Once they are connected, you can get reviews about the event, invite them to poll about presentations and more. You could share some event related applications to do the same.

The mobile phones could be used to share information and updates about the event. The attendees could share their experience as well as give suggestions for improvements. Instead of using a loud PA system, push notifications or mobile update can help you with sharing any info. Instead of paper copies and schedule handouts, phones could be an all-in-one guide through the event. Allow them to register to the event network and the digital platform is available at their service.

Provide RFID tags to guests

RFID tags are a product for the future. Using them for a conference or business meeting could mean a lot of valuable feedback and useful data. These tags could help the planners understand what worked and what attracted a large number of guests. These cards could also allow them to interact with various tools and elements present at the event.

Organizers could involve the guests in various tasks and contests, and these RFID tags could be their boarding pass. These tags could also be used for registrations and special access passes for guests. This would speed up the process and also provide ease to the guests. Apart from that, these tags could be a fantastic way to build relations. For regular attendees and clients of the company, membership cards can provide them with special access and exclusive services.

Web services are a valuable resource

Event planners should plan on providing Internet access to all the guests present for the event. This would allow them to share their experience on social networking platforms and promote the event. You could create a page on Facebook for them to post their experience, define Hashtag for them to publish about the event. This is a powerful means of publicity for you.  Similarly, you could Webcast and live stream the event highlights, allowing distant guests to stay in touch with the conference. Drone is a trendy gadget to use at a high profile event like this. Planners could arrange for means to stream drone camera feed and promote the event on various channels.

In addition to the list, laser projector lighting and graphic presentations are a trendy practice. You could use it.


On a concluding note, technology is a powerful tool awaiting to be exploited. Think out of the box and use it to transform your business event into a fascinating future fair. Amaze your guests and make an impression.

5 Ways That A Successful Business Event Can Affect The Business Growth

Growing your business globally becomes difficult if you are not aware of the tricks and strategies. At times, when self-promotions become less effective, need of unique events becomes extremely necessary. Sometimes business giants focus on organizing big business promotions to get good response from media and customers. A successful business event can fetch you a good business rapport as well as under mentioned advantages.

Let’s find out:

Media coverage

Successful business event are usually covered by media, which itself is a wonderful promotional tactic. The media covering the business will publish the minutes of the event in details in business news. Various online platforms can also covered it. In brief, media coverage will take up the role of promotions and help the business to reach out to more number of prospective customers in a very strategic manner.

Social media advertisement

Nowadays, social media is too much active and social media promotions are opening wonderful opportunities for business to grow. To reach people, a successful business meet-up or event can take through on various social media. In brief, social media response can help a business to generate more leads and boost up the sales.

Improvement in the business share value

Undoubtedly, a big business event organized in the heart of the city can fetch a lot of things.To get more influence due to a successful business, share value is one of most impotant factor. A business meet-up or special promotional activities perk up the possibilities that the player is going to infuse some kind of lucrative offers or crack new deals. As a result, share holders tend to buy more shares of the company and increase the share value of the business.

Investment for the successful business event

Such globally acknowledged business events can help the company to get plenty of investors. A business event can ensure you to encounter with investors who will be ready to invest in millions. However, besides a lavish event arrangement, you should take care of the prime aspect or factor of the business. Good presentation is always a plus point for any business projects to get big deals.

Target other markets for merge or acquire

A business always looks up for merging or acquiring another similar business and makes itself the sole entity in the international market. If you are spending such a hefty amount for organizing an international level business event then there must be something running behind your mind.

If you are planning to target other markets or acquire some company, then such business events give you the most reliable platform to start with. Once you can prove that your product or service is of top-notch, you can easily convince the investors for investing. These all are strategic moves and need to be played very meticulously!

5 Strategies That Can Spellbind High-Profile Attendees In An Event

Presentation has always been a key to success in prolific events in this corporate world. Events, like business meet or business promotions, need plenty of arrangements.It can influence the mind of the high profile delegates and grab the attention of the media. So, it becomes undeniably necessary from the business perspective to organize something that is unparalleled and unique. This article deals with the ideas that can create impact on high-profile attendees and lead towards a prospective business relationship for long term.

Gala arrangement

The arrangement for a business event should be in a grandeur manner. The event planners should have the knowledge on how to make the venue presentable and elegant for special guests and attendees. The music system, lighting arrangement and other decorations should be of top notch that can impress the attendees.

Professional anchor

A professional anchors should be anchor the event. At times, novice or improper anchor can ruin the entire show/ event. So, to make the lavish corporate event more elegant and attention grabbing, ensure you hire a specialist anchor. Someone from the employee with classy anchoring skills can also handle it.

Top notch hospitality

The clients from various countries who are attending the event should be offered impressive hospitality. All types of assorted hospitality service must complemented the event.That will take care of the invitees every single moment.

Five star accommodation for the high-profile attendees 

Luxurious accomodation for the high-profile attendees is another aspect that will directly impact on the business deals. The event planners need to book the top most hotels in the city for the guests. A lavish stay with unparallel hospitality is certainly going to impress delegates.

Arrangement of lavish vehicles

The delegates must offered with luxurious vehicle for airport to hotel and hotel to venue drop and pick up. The event management should also ensure that the vehicle will be ready as long as business purpose.

Arrangement of international cuisines

The planners should have knowledge of the cuisines that is going to be served in the event. If the event is expecting invitees from various countries, then it needs to take care of international cuisines. The quality and variety of food should be a factor that needs to be take care by the planners.

After event recreation

The business event or corporate event should be accompanied with recreational activities after the show. There can be dance floor or live music sessions for the recreational purpose.

Simply, the strategy to create a lovely impact on the business people is to ensure all the things fall in place. Adequate planning and spotless implementation is the key to successfully turn on the business deals and all. You can come up with unique ideas if you have and apply them in the event.