11 tips for hosting an exceptional event
Whether you’re planning an octogenarian birthday celebration, a wedding, or a five-day business industry summit, the key ingredients for an excellent event are the same.
You know that old saying, failing to plan means you’re planning to fail? It might be a mildly supercilious cliché, but when it comes to throwing a great event that meets all its objectives, it has a point. Exhaustive planning is indeed critical. With that in mind, here are the key ingredients for creating the chemistry needed to host an unforgettable (for the right reasons) conference or event.
A clear purpose: Every successful event begins with a simple question: ‘Why are we bringing people together?’ A clear objective shapes every decision, from selecting speakers to designing the agenda and measuring success.
Know your audience: The best conferences are built around attendees – not organisers. It might seem obvious, but it’s easy to forget as things get underway. Consider, what problems do your attendees want solved? What experiences are they seeking? What will keep them engaged?
Exceptional planning: There is an old military adage that goes, ‘no time is ever wasted on reconnaissance.’ Behind every seamless event is preparation so, plan for: timelines, budgets, supplier management, sustainability and waste reduction, registrations, hybrid participation, wellness spaces and mental health, accessibility and inclusive event design, contingency plans, and communication schedules.
The right venue: This one is big, obviously. The venue sets the tone even before the first guest walks through the door and accepts a refreshment from a tray offered by a waitperson or searches for their name tag on the registration table. For an ideal venue, think: accessibility, parking and transport, technology, room layout, acoustics, comfort, sustainability,
and atmosphere.
Engaging speakers and content: People attend conferences to learn, be inspired, and make connections. People attend birthdays and weddings to celebrate, connect and be entertained. Connection and engagement are key themes at all events. Whether it’s the best man’s speech or a keynote speaker, uplevel presentations with panels, interactive games, workshops, and more.
Reliable technology: Today’s events rely heavily on technology, including online registration platforms, event apps, livestreaming, presentation systems, Wi-Fi, audience polling, and digital signage. If your venue doesn’t have someone specifically responsible for IT, it’s a red flag.
Great food and hospitality: Never underestimate the power of good coffee. People love food; it boosts everyone’s mood and creates natural networking opportunities. For great catering, accommodate dietary requirements, incorporate local produce, and offer thoughtful refreshments.
Meaningful networking: The conversations that happen during downtime between sessions are as valuable as the presentations themselves. Provide opportunities for relationships to build through networking lounges, roundtable discussions, social events, facilitated introductions, interactive activities, and areas to mingle on coffee breaks.
Branding and storytelling: Keep your branding consistent across invitations, signage, presentations, digital platforms, and social media. It’s not difficult or costly (mostly) but punches above its weight in creating a professional experience and reinforcing the event’s identity.
Attention to detail: Small touches often become memorable moments. Think friendly volunteers in matching bright t-shirts featuring an amusing slogan or image, clear signage, comfy seats, phone and laptop charging stations, welcome gifts and goodie bags, wellness care (see page 26), and accessible facilities. Guests may not remember statistics from the keynote, but they’ll remember how the event made them feel.
Flexibility: There are other old sayings relevant here. First, “the best laid plans of mice and men often go awry” by Scottish poet Robbie Burns. Second, ‘If you want to make God laugh, tell him about your plans,’ from an old Yiddish proverb. No event unfolds exactly as planned. Weather changes, speakers miss flights, technology fails, pandemics, earthquakes, wildfires and flooding happen. Life is unpredictable; stay calm, adapt quickly, and keep the attendee experience front of mind.
