As promised, we are delivering a blog that’s a follow-up on the first part of tips and tricks to organize a good conference. However, now we focused on marketing promotion of the event, logistical preparations, registration and application for lectures, conference coordination, and post-event activities.

Without further ado, let's continue with our steps!

Step 7: Marketing and promotion

Develop a marketing strategy to promote your conference and attract attendees. To reach your target audience, utilize various marketing channels, such as social media, e-mail marketing, and paid advertising. Ensure that your marketing message aligns with the conference theme and highlights the benefits of attending the conference.

Here is the list of everything you need to pay attention to: 

1. Logo and design - the first step is to create your visual identity. All your branded materials will have a specific logo and design that represent your conference. When it comes to developing both, consistency is key. You must follow your own guidelines and create online and offline materials. 

With this approach, you are going to look more professional and be recognized, and after all, in this way, you will reduce your workload because you will have a prepared template for each new material. 

1. Conference webpage - you must create an official website for the event. This will serve as your online hub for event info, updates, blog posts, videos, and more. During this process, you need to create your domain name (make sure it is the same as the conference’s name). Then you need to create web content (date and time, event venues and location, list of speakers and talks, session schedule, sponsor list, etc.).
   
   
2. Social media - you need to create profiles on social media where you think your public is active. We created Facebook, Twitter, Linkedin, and Instagram accounts for The Geek Gathering conference. We run them during the whole year and create content for the community. Before the conference, you need to announce speakers and invite all your friends to follow that accounts. Also, you can use social media accounts to go live during the conference. After the end of your event, you need to publish photos and videos and emphasize all highlights!
   
   
3. Promotion and press - The press is an exciting way to bring attention to your event. You can send a PR article to all press contacts (it’s a bonus if you have a large base). Press releases must contain your event's name, location (be specific), date and time, list of speakers, theme, website and/or social media accounts, and contact information. In addition, an excellent way of promotion is OOH (out-of-home) advertising, especially locally. With large billboards, you can attract attention even before the event and interest the public. Promotional materials, flyers, posters, etc., are other great ways to attract visitors.
   
   
4. Promote your talks and speakers -the best way to do this is to collaborate with speakers. They need to share all posts and get involved in all social media accounts. How to do this right? Write a creative and catchy headline and a detailed description in addition to the bio. 
   

In order to run the campaign more efficiently, you can divide the promotional activities into the following stages: 

• Pre-launch: Start promoting your event on social media, through e-mail marketing, and through other channels to generate buzz.
  
  
• Early bird: Sell early bird tickets to draw attention and cash inflow.
  
  
• Headliner announcement: Announce the keynote speaker.
  
  
• Additional announcements: Announce other speakers, interesting session topics, etc.
  
  
• Last call: Offer the last chance to get early bird pricing.
  
  
• Registration closing: End of the registration.
  
  
• Post-event: Run “Thank you” campaigns and conduct surveys as a follow-up to the event.
  

Step 8: Prepare the logistics

Preparing all the logistical arrangements for the conference, such as catering, transportation, audio-visual equipment, and accommodation for the attendees and speakers, are the most complex tasks. Ensure that everything is in place before the conference day. Event logistics plays a key role in designing and delivering the event. 

Here’s an event planning checklist that includes the key event logistics items:

• The conference's location choosing: The first step in organizing the conference is to find a suitable site. It can be a conference hall, a hotel, or another facility.
  
  
• Space reservation: Once the venue has been selected, the next step is to reserve the space for the event. It includes setting the date and time of the conference and agreeing on the equipment and services that will be required.
  
  
• Staff hiring: It is necessary to hire staff to work at the conference, including technical, registration, and administrative staff.
  
  
• Equipment preparation: You should ensure the necessary equipment is available and ready for use. The equipment includes audio and video equipment, projectors, microphones, and other technical devices.
  
  
• Transportation: If participants travel from other cities or countries, the conference organizer should provide adequate transportation to the event venue.
  
  
• Food and drink: You should provide food and drink for the participants. It includes breakfast, lunch, and dinner, as well as coffee and refreshments during breaks. This is a perfect segment to be financed by your sponsors, as it will provide them with the necessary visibility. 
  
  
• Registration of participants: You should provide a suitable registration system for participants and their data management. That includes issuing tickets, name tags, and attendance records at the event.
  
  
• Event coordination: The final step in organizing the conference is day-of-event coordination. The organizer should make sure that all preparations are in order. You can make a checklist and go through it the day before the event.
  

Step 9: Set up registration and ticketing

Setting up registration and ticketing is an essential part of organizing any event. This process involves creating a system for attendees to register or purchase tickets for the event, which can help you manage the flow of people, ensure you have an accurate headcount, and even generate revenue. You can contribute to your event's success by creating a positive registration and ticketing experience for your attendees.

Follow these steps and make sure you have done it right: 

1. Choose a registration and ticketing platform: There are many online registration and ticketing platforms available, such as Eventbrite, Eventtia, or Ticketmaster. Research them and choose a platform that fits your needs and budget.
   
   
2. Arrange your event details: Input all the important information about your conference (date, time, location, and ticket prices). Make sure also to include details about all speakers and their talks.
   
   
3. Customize your registration page: Use the platform's customization tools to create a registration page that reflects the branding of your conference. Ensure to include all necessary fields for attendees to input their information.
   
   
4. Set up payment processing: Connect your registration page to a payment processor, such as PayPal or Stripe, to process attendees' payments securely. Before opening registration to the public, test the registration process to ensure everything works smoothly.
   
   
5. Monitor registrations: Track how many people register for your conference and adjust your marketing or ticket pricing if necessary.
   
   
6. Provide access to conference details: Use the platform to provide attendees with access to the conference schedule, speaker information, and other relevant details.
   

Step 10: Coordinate on the day of the conference

Coordinate with the speakers, sponsors, and vendors on the conference day to ensure everything runs smoothly. Provide support to attendees and handle any issues that arise. Don’t forget all of the small things that make a great experience. 

Here is a checklist for the conference day:

• Registration process - Make registration easy and friendly — print out an Excel spreadsheet with names to check them off as they arrive. If you can do this digitally using a QR code, even better!
  
  
• Goodie bag - Attendees feel great if they've received something made for them or items relevant to the speakers. You can include sponsor items to gift bags. 
  
  
• Foot traffic - As you plan the event, think carefully about the overall flow, and set up spaces and tables in a way that doesn't allow for crowding.
  
  
• Speakers - Make sure every speaker is adequately welcomed and introduced. Give him a goodie bag, refer him to the conference, and take him to the lecture location and prepare him - put on the microphone, show him where the lecture equipment is needed, and provide him with water.
  
  
• Food and drinks - Ensure attendees are properly hydrated, caffeinated, and fed during breaks!
  
  
• Networking - Events are about more than just the speakers and their talks. They are all of the people you meet. In between sessions, provide attendees with ample time to interact with one another and engage in event activities. When it comes to networking, after-parties are fun as a casual way to let loose after a long day of thinking.
  

Step 11: Post-event activities 

After hosting an event, it's essential to carry out post-event activities to evaluate its success and identify the areas that need to be improved. Here are some post-event activities that you should do:

1. Send “Thank you” notes: Show appreciation to all participants, sponsors, and volunteers by sending thank-you notes. Express gratitude for their support and participation and mention how their contributions made the event successful.
   
   
2. Conduct a post-event survey: To get feedback on the event, create a post-event survey and share it with attendees, sponsors, and volunteers. Ask questions that will help you evaluate the event's success, such as what they liked and disliked about the event and their suggestions for improvement.
   
   
3. Review social media activity: Review social media platforms to see what people say about the event. Analyze feedback, comments, or reviews to learn what worked well and determine what still needs to be improved.
   
   
4. Evaluate event metrics: Analyze event metrics such as attendance, revenue, and expenses to determine success. Compare the metrics to the initial event goals and see if you met or exceeded them.
   
   
5. Brief the team: Host a post-event debrief with your team to discuss what worked well and what could be advanced for future events. Take notes and make a plan for implementing changes.
   
   
6. Archive event materials: Organize all the event materials, such as photos, videos, and presentations and store them for future reference. These materials can be used to promote future events or as a reference for future planning.
   
   
7. Create a report: Summarize the findings of the post-event activities in a report that can be shared with stakeholders. The information should include the event's success rate, feedback, defined areas for improvement, and recommendations for future events.
   

Step 12: What to do in the time between the two conferences

After the event, take a break and rest from the strenuous pace, and then start planning for next year.

Make sure your social media accounts are still active - publish posts with exciting content - photos from the last conference, funny moments, etc. Keep in touch with announcers and sponsors.

During the year, organize meetups to gather people interested in similar things that interest you.

Half a year before the event, start with preparations by inviting sponsors and announcers. After that, gather the team and delegate the tasks, which means starting over again!

In the end

A successful conference requires a dedicated team, careful planning, and attention to detail. Following the step-by-step handbook outlined in this blog ensures that your conference runs smoothly and leaves a lasting impression on your attendees. 

Remember to prioritize the needs of your attendees and speakers, choose a suitable venue and date, promote your event effectively, and provide opportunities for networking and engagement. With these tips and strategies, you can plan an exceptional conference that meets your goals and exceeds your expectations.

Good luck!

Hey, you! What do you think?

They say knowledge has power only if you pass it on - we hope our blog post gave you valuable insight. 

If you want to share your opinion or are interested in taking part in the organization of The Geek Gathering, feel free to contact us or the TGG association directly! 

We'd love to hear what you have to say!