A conference is a complex event to organise, with a huge financial impact and major strategic importance, since it reflects the health and dynamism of a sector.
To offer something beyond a traditional conference programme, that extends it outside of the exhibition space, the organiser must now offer delegates a true experience.
This turns the conference into an unmissable and memorable highlight.
The conference, a powerful marketing tool
Like all communication tools, conferences, trade fairs and professional events have to meet the requirements of a strategy based on a series of objectives, constraints and ambitions.
The conference, a meaningful marketing tool
What is the objective of the conference, who are the target audiences, what is the available budget per delegate, what are the strengths of competing conferences or trade shows?
The conference is a symbol.
It conveys the values of a sector, provides meaning and promotes the commitments of an entire professional community. In this respect, eco-responsible conferences are now popular with many delegates. They enable us to take a stand on these crucial issues through visible action.
By fine-tuning the positioning of the conference, it is then possible to develop innovative ideas and leave a lasting impression on delegates by engaging them in a unique immersive experience.
Experience, a key differentiator for conferences
Nothing is more like a conference than another conference.
Plenary sessions, round tables, an exhibition area, a cocktail reception and a gala evening. This has been the standard pattern for decades.
Now, with the ease of remote conferences, delegates only travel for one good reason: Pour vivre une something extraordinary, to discover what they have never seen elsewhere. In short, the trip has to be worth the effort – and the cost!
In this context, marketing your conference to make it a unique communication tool, transforming it into a “place to be”, is a powerful way of differentiating yourself and getting a head start on competing events.
The aim is not to turn the conference into a collection of gimmicks, but rather to turn it into a genuine vehicle for promoting the sector’s image and adding meaning and value.
Organise a conference punctuated by work sessions and creative breaks
The core of a conference is its programme. Build on the experience by designing a varied programme that engages delegates at all levels. Interactive sessions, practical workshops and informal networking should alternate to keep delegates interested.
Choose an inspiring, flexible and adaptable venue
The choice of venue goes beyond a simple physical space. Choose a venue that inspires creativity and reflects the very essence of the conference.
Modular spaces, innovative architecture and a harmonious overall atmosphere help to create an environment that is conducive to learning and interaction.
Make the most of indoor and outdoor spaces, and make it easier for delegates to find their way around (there’s nothing worse than looking for a convention room!).
See, test, smell and taste every moment. The experience passes through our senses, and a successful event is one that will have flattered the sensibilities of the delegates. 85% of our actions are initially dictated by our emotions.
For delegates, a successful conference is one that evokes an emotion they will never forget. Read our article on organising a 2 day conference in Toulouse.
Conference: combining creativity, conviviality and technology at the heart of the conference
Incorporate interactive technologies to enhance the experience for delegates.
Personalised mobile applications, live voting tools, virtual networking platforms, as well as original design, augmented or virtual reality, holograms, drone light shows, AI – the sky is the limit, as they say!
Putting people and encounters back at the heart of the conference
What every event that falls within the scope of MICE has in common is the idea of bringing together people with shared interests.
Precious networking time outside of sessions
If the customer experience is to be considered interesting, useful and therefore memorable, it is essential that time for exchanges is set aside and arranged as if it were
were the highlight of a professional event.
In this respect, the programme of visits that complements the work sessions is a major ingredient of this much sought-after unique experience.
Apart from technical visits, the time spent relaxing is also the most effective time for networking.
Break and meal times must be given particular attention. They are a great way to meet people and make new contacts.
Team building and a programme of outings
Surprising guests, strengthening team cohesion, developing links with customers and partners – these are just some of the objectives that the conference helps to achieve, mainly outside of the working sessions.
In Toulouse, there are numerous activities designed to create an atmosphere conducive to conversation, which is also part of the conference experience.
Here is a non-exhaustive selection:
Visit to the Capitol
Explore the rich history and majestic architecture of Toulouse’s Capitole on a captivating tour. Immerse yourself in the historic heart of the city within this iconic symbol.
Time travel at the Aeroscopia Museum
Embark on a fascinating journey through the history of aviation at the Aeroscopia Museum. From iconic aircraft to captivating stories, this immersive experience offers a unique insight into the world of aeronautics.
Mini-cruise on the Garonne
Relax by the picturesque banks of the Garonne on a mini-cruise. Enjoy panoramic views of Toulouse as you cruise peacefully along this iconic river.
Visit to Airbus
Take a behind-the-scenes look at Airbus, one of the world’s leading aerospace companies. This tour offers an exclusive insight into the facilities and innovations that have shaped the aerospace industry.
Paper-making workshop at the Brousses et Villaret paper mill
Dive into the world of handmade paper at a workshop in the Brousses et Villaret paper mill. Discover traditional papermaking techniques in this charming setting.
Dinner cruise on the Canal du Midi
Enjoy a delicious dinner as you cruise along the Canal du Midi. This night-time cruise offers a unique gastronomic experience on the water.
Visit to the Toulouse Poster Museum
Discover visual and graphic art at the Musée de l’Affiche (Poster Museum) in Toulouse. The unique collection highlights the evolution of the advertising poster over the decades.
Visit to the Cité de l’espace
Immerse yourself in the fascinating world of astronomy and space exploration at the Cité de l’espace. Interactive exhibits and simulators offer an immersive experience for space enthusiasts.
Murder Mystery / Treasure Hunt in Old Toulouse
Take part in an intriguing adventure through the narrow streets of Old Toulouse at a Murder Mystery event. This immersive treasure hunt combines mystery and historical discovery.
Visit to the Musée de l’Art Bizarre in Mauvezin
Explore the weird and wonderful at the Musée de l’Art Bizarre in Mauvezin. An eclectic collection of unique works arouses curiosity and stimulates the imagination.
To find out more about creating an event rich in experience, contact the MEETT teams.
