In events management, more than in any other profession, the big day – the moment of the conference’s grand opening – are of particular importance.
This is because the first impression made by the delegates is decisive in creating a favourable climate for discussion. So this is a stage that needs particular attention.
Take a look at our tips for a successful welcome for your delegates.
Conference: managing and welcoming delegates: first impressions count
Registration management, a seamless experience
A digital solution for managing registrations is essential. It tracks both the volume and the quality of registrations and makes it easier for delegates to register.
There are numerous platforms for managing registrations at professional events. Choose a simple, fluid formula to make it easy for everyone to access.
The teams at MEETT in Toulouse know the importance of creating a seamless experience for its visitors from the moment they arrive, and offer solutions for controlling and managing registrations.
This means that all the reception administration is controlled and secure: online ticketing, programme updates, classification of contacts, real-time monitoring of registrations, sending of invitations, reminders and attendance confirmations by email, as well as a reliable integrated videoconferencing and workshop system.
Hosting a conference: a comprehensive strategy for a positive visitor experience
The physical reception of delegates requires the utmost care. This starts well before delegates arrive on site.
Outside the Conference Centre, provide simple, clear directional signage – bilingual, if necessary. In agreement with the city council and the prefecture, mark out the main routes from the city centre, the station and the airport.
Communicate with the local media to raise your profile and prevent any traffic overload associated with your event.
On site, increase the level of information so that the different areas and daily schedules are perfectly signposted using digital terminals, QR codes or signs.
Position information points at strategic locations and use social networks to provide real-time alerts regarding the programme or last-minute changes.
If your event is international in scope, rely on professional, smiling, friendly and multilingual staff to welcome delegates. Take the time to brief these teams in detail so that they can carry out their mission effectively.
Make a lasting impression with a conference kit and welcome gift.
One last detail: Pack an emergency box with printer cartridges, scanner heads, batteries, reams of paper, blank lanyards and badges, pens… You never know! A power cut, a network saturation, a technical problem – the art of event planning is to think about the unforeseeable!
Communication, logistics, debriefing, the hidden side of the day
Communication prior to the event
In terms of communication, structure your practical information and communicate in countdown mode. D -30, D -20, D -10, D -5, D -3, D -2, D -1 etc.
Be sure to remind people multiple times of the elements associated with transfers and transport, send plans and personalised programmes regularly, and include a link to your FAQs to anticipate the main questions.
Logistical coordination: managing flows, meeting deadlines, monitoring programmes, managing transport, rooms and areas, catering.
It’s the less glamorous side of the events business, and yet no conference, seminar or trade show is complete without logistics.
When it comes to transport, book private chauffeur-driven shuttles for VIPs. You can also contact local dealers and negotiate luxury courtesy vehicles in exchange for visibility at your event.
To ensure that discussions flow smoothly, make sure that speakers are ready on time and ensure they know how much time they have available. You could also assign a host/hostess as “time master” to indicate how much time is remaining.
Before each work session, check the layout of the room, number of seats and format: amphitheatre, U-shaped, classroom, speed meetings format, etc.
In France, catering is a sensitive issue at professional events. Offer different formulas, from gourmet meals served in the style of top restaurants to quick sandwich breaks..
Whatever the level of catering, offer quality food and drink, meticulous service, sufficient quantities… Make sure there are places to sit comfortably and places where you can easily connect to the Wi-Fi or recharge your mobile phone.
It’s basic, but not being able to have lunch in a clean area will immediately give your organisation a bad image.
The traditional gala evening is always a conference highlight. Give it a strong theme and a pace that will win over an audience already tired out by the day. If an awards ceremony is planned, let the presenters and winners know how much speaking time they will have.
Post-event monitoring, measuring the quality of reception
Feedback from delegates
In satisfaction questionnaires, as well as the quality of the programme, be sure to ask about the quality of the reception in all its aspects: signage, reception and information, cleanliness, quality of staff, general organisation. Leave space for improvement suggestions.
Analyse this data for even more successful future conferences.
Take stock of the situation by combining feedback from delegates, exhibitors, speakers and teams on the ground to get an overall view of the event.
For each problem encountered, detail the reasons for the malfunction and the corrective measures to be put in place, if any.
Keeping in touch with delegates
Draw up an overall assessment of your event and share it with delegates to maintain the link between consecutive editions of your event.
Regularly nurture the relationship by sending them a report on your event, organising an after-party, distributing research, offering premium invitations to events, webinars, exclusive information, etc.
It’s a long time between 2 conferences, so proactively reviving memories strengthens your position as an expert and enables you to prepare for the next edition by taking into account the interests of your target audience.
