10 Top Tips for Planning a Team Building Conference in MA

10-top-tipsAnyone who has ever planned an educational industry conference or team building conference knows that valuable events don’t “just happen” on their own, they take weeks and sometimes even months of planning to get them right. From choosing the best conference center to lining up the speakers, sponsors, inviting attendees and getting all of the information packets together, it can be a full time job in and of itself.

It doesn’t matter if you are just hosting a company meeting or planning a larger gathering at the local Milford conference room, your success will be measured by what people get out of it and if it goes off without a hitch. For those who are new to planning major events like educational or team building conferences for their company or industry, here is a list of the top 10 tips provided by leading event planners that will help you as you start ironing out the details for your next gathering at a Massachusetts conference center.

Tip #1 – Know Your Audience
If you don’t know the group of attendees that you are planning the event for, it will never be a success. You need to be able to clearly define your target audience, know what they will expect, what they need, what will get them excited and what to avoid because it will create a poor impression. Once you know who you are targeting, you will be able to better achieve your goals with the educational industry conference.

Tip #2 – Learn to Make Lists
Making lists are extremely important to the success of any planner, regardless of the size of the event. Make separate lists of everything you will need including menus for snacks and refreshments, after parties, sponsors, attendee sign-in stations, badges and information packets. You will want to make lists of contractors and vendors that you are working with, including the Milford conference room.

Tip #3 – Check the Calendar
Before you set your date, make sure there aren’t any other industry events planned for the same time frame. Also check for holidays, vacation times and other happenings that could cause a conflict for attendees of your team building conference.

Tip #4 – Work With the Venue
Make sure to work with the event coordinator at the conference center to ensure that you know what is expected of you and that you are taking advantage of all of the opportunities available during your educational industry conference or meeting.

Tip #5 – Create a Budget
You need to know your budget and have an understanding of how much everything will cost. Even if you can’t get a direct quote from all of your vendors because you aren’t sure of how many people will be attending, at least have estimates so you will be able to stay on top of the money. Include any sponsorships and estimated sponsorships as you get closer to the conference date.

Tip #6 – Market to the Masses
Make sure to take time to create a marketing plan that will help you to reach all of the people that you want to attend the event. Don’t forget about using social media, websites, specialized landing pages and web mailers in addition to traditional print marketing advertising.

Tip #7 – Ask Yourself Why
Why would people attend your event at the Milford conference room? What will they get out of it? The more you are able to determine whether or not your target market will appreciate the work that you have done so far in the planning effort, the easier it will be to figure out how much more work you need to do.

Tip #8 – Expand on Social Media
Whatever you are doing on social media, it’s time to do more. If you are planning an industry wide event at the conference center, make sure to use Twitter, Facebook, Linked In and any other social networks that are frequented by people in your line of work.

Tip #9 – Buy Advertising
Don’t be afraid to put an ad in an industry trade magazine, on websites and even on social media. If you are having a hard time raising awareness about your event and are in need of more sign-ups and registrations, don’t overlook the power of branded advertising.

Tip #10 – Increase the Hype
Use programs like Meetup.com and encourage registered attendees, sponsors and other participants to use it to network prior to your convention or educational industry conference. This will help you to manage the event online and offer opportunities for guests to RSVP and share information about the event with others.

If you are planning a company meeting, an educational industry conference, team building conference, industry wide exposition or a specialized convention, contact The Crystal Room in Milford, Massachusetts for information about using our conference center for your event. Located just a minute off of the I-495, our facility is a well-designed, conveniently-located conference center that can be used for your industry or company event. Give us a call at 508-478-7800 to find out more about our services or to schedule a tour of the venue.