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How can you ensure that the conference planner meets client objectives?

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As a conference planner, you want to deliver a successful event that meets the expectations and goals of your client. But how can you ensure that you understand their objectives and align them with your strategy, budget, and timeline? Here are some tips to help you communicate effectively with your client and plan a conference that satisfies their needs and vision.

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1 Define the scope

Before you start working on the details of the conference, you need to have a clear idea of the scope of the project. What is the purpose, theme, and message of the event? Who are the target audience, speakers, and sponsors? How many attendees are expected and what are their preferences and needs? How will the event be measured and evaluated? These are some of the questions that you should ask your client to define the scope of the conference and set realistic and measurable objectives.

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Marwin Fernando

Head - Enterprise Apps Marketing and Communications (LSHC & ERUPS) at TCS | Partner Marketing | ABM | Digital Marketing |Alliances| Demand Generation| Ex-LTIMindtree, Cognizant| Member of Board of Studies.
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The objectives should be specific, measurable, achievable, relevant, and time-bound (SMART).This will help in aligning the conference planning with the objectives and ensure that the conference meets the desired outcomes.

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Daniel Schuch

Vertriebsleiter CongressCentrum Pforzheim (CCP) bei Wirtschaft und Stadtmarketing Pforzheim (WSP)
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Gemeinsam mit den Kundinnen und Kunden gilt es stets sich gut zu überlegen, was und wen mit der Konferenz erreicht werden soll. Anhand dessen ergeben sich viele Antworten und viele weitere Fragen, die Schritt für Schritt erarbeitet werden. Dabei unterstützen wir vom CongressCentrum Pforzheim unsere Kundinnen und Kunden gerne, damit die Veranstaltung erfolgreich und voller Zufriedenheit über die Bühne geht.

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Cornelia Ilg, CED

Helping you design and organize your meeting or conference | Senior Conference Producer (Freelance) | Lecturer Event Management | Certified Event Designer | DaF-Lehrkraft | Lifelong Learner
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Als überaus sinnvoll und erfolgreich bieten sich auch Design-Workshops für Konferenzen an. Im Vergleich zum Gesamtaufwand für die Planung und Organisation einer Konferenz zahlt sich der ?Extra“-Aufwand für das Design auf jeden Fall aus! Die Stakeholder danken es!

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2 Create a proposal

Once you have defined the scope, you need to create a proposal that outlines your plan for the conference. This should include the objectives, budget, timeline, venue, catering, entertainment, marketing, and logistics of the event. You should also highlight how your proposal aligns with the client's vision, values, and brand identity. The proposal should be clear, concise, and persuasive, and it should show your expertise and creativity as a conference planner.

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Priscilla Parreira

Marketing Coordinator | Strategic Marketing Specialist | SEO Specialist
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As an event planner, I had to help the customer many times to define the scope. Sometimes, I had clients who chose one model at a conference that wasn't incompatible with their event goals. As a marketer, my job was to show them another option that suits better to their goals. So persuading is important, but listening to the client its essential.

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3 Negotiate and agree

After you present your proposal to your client, you need to negotiate and agree on the terms and conditions of the contract. This may involve some revisions and adjustments to your plan, depending on the feedback and requests of your client. You should be flexible and open to suggestions, but also firm and confident in your decisions. You should also clarify the roles and responsibilities of both parties, as well as the communication channels and frequency. The final agreement should be signed and documented by both parties.

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Daniel Schuch

Vertriebsleiter CongressCentrum Pforzheim (CCP) bei Wirtschaft und Stadtmarketing Pforzheim (WSP)
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Meiner Erfahrung nach ist es für alle Parteien einfacher und sinnvoller, nicht nach der Ausarbeitung von Konzepten und Ideen die Vertragsbedingungen und Preise zu verhandeln, sondern davor konkret festzulegen. Denn schon die Konzepterstellung ist eine wichtige Kreativleistung, die entsprechend entlohnt werden muss. Gleichzeitig muss der Kunde und die Kundin im Vorfeld mindestens grob wissen, was auf sie zu kommt und mit was sie zu rechnen haben. Sonst machen sich beide Parteien viel Arbeit und sind am Ende entt?uscht.

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4 Execute and monitor

Once you have the agreement, you need to execute and monitor the plan for the conference. This means that you need to coordinate and manage the various aspects of the event production, such as booking the venue, hiring the vendors, designing the program, promoting the event, and handling the registrations. You also need to monitor the progress and performance of the event, and report any issues or changes to your client. You should also solicit feedback and suggestions from your client throughout the process, and ensure that they are satisfied and informed.

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5 Evaluate and follow up

After the conference is over, you need to evaluate and follow up on the results and outcomes of the event. You should collect and analyze data and feedback from the attendees, speakers, sponsors, and vendors, and compare them with the objectives and expectations of your client. You should also prepare a report that summarizes the achievements, challenges, and lessons learned from the event, and present it to your client. You should also thank your client for their trust and collaboration, and ask for their feedback and testimonials.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Daniel Schuch

Vertriebsleiter CongressCentrum Pforzheim (CCP) bei Wirtschaft und Stadtmarketing Pforzheim (WSP)
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Mein Tipp zur Location: Bei Kongressen lohnt es sich als Veranstalter, als Verband, als Agentur immer mal wieder auch abseits der üblichen Metropolen nach spannenden und passenden Veranstaltungsh?usern zu schauen. H?ufig sind die sogar besser erreichbar, sind flexibler in ihren Terminen, bieten tollen Service und sind in der Regel deutlich günstiger. Mit einer nicht ganz so gro?en Stadt, sind dann auch die Hotelpreise geringer, die Wege kürzer und das Grüne für erg?nzende Incentiveangebote n?her.

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How can you ensure that the conference planner meets client objectives?

1

2

3

4

5

6

1 Define the scope

2 Create a proposal

3 Negotiate and agree

4 Execute and monitor

5 Evaluate and follow up

6 Here’s what else to consider

Event Production

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How can you ensure that the conference planner meets client objectives?

1

2

3

4

5

6

1 Define the scope

2 Create a proposal

3 Negotiate and agree

4 Execute and monitor

5 Evaluate and follow up

6 Here’s what else to consider

Event Production

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感谢您的反馈

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