{"id":15567,"date":"2024-05-07T11:46:05","date_gmt":"2024-05-07T09:46:05","guid":{"rendered":"https:\/\/meett.hookipa.fr\/blog\/an-in-depth-review-to-optimise-your-conference\/"},"modified":"2024-07-02T14:52:48","modified_gmt":"2024-07-02T12:52:48","slug":"an-in-depth-review-to-optimise-your-conference","status":"publish","type":"post","link":"https:\/\/meett.fr\/en\/blog\/an-in-depth-review-to-optimise-your-conference\/","title":{"rendered":"An in-depth review to optimise your conference"},"content":{"rendered":"

The effectiveness of a conference is measured not just by the quality of the speakers, but also by<\/span> the overall experience<\/b> of the delegates<\/span>. <\/p>\n

That’s why a<\/span> thorough conference review<\/b> is essential to ensure the continued success of your events. <\/span> <\/p>\n

Feedback from delegates, satisfaction surveys, financial results, monitoring of comments, CSR commitment etc. –<\/b> there are numerous indicators.<\/span> <\/p>\n

A detailed analysis is essential, with a view to continuous improvement in order to optimise the<\/span> profitability<\/b> of the next event and deliver<\/span> an even more positive experience<\/b>.<\/span><\/p>\n

<\/h2>\n

Feedback from delegates<\/span><\/h2>\n

The review is a stage that must be planned right from preparing for the conference. It’s the tool that must <\/span>underpin the thinking behind<\/b> the forthcoming edition.<\/span> <\/p>\n

Too many debriefings end up lost in the maze of our computers’ memories and are forgotten as soon as they’re written! A thorough review is a very effective launch pad for the next event.<\/span><\/p>\n

The first stage of the conference review is to gather feedback from delegates.<\/span><\/p>\n

 <\/p>\n

Evaluate the overall experience of your delegates<\/a><\/span><\/h3>\n

 <\/p>\n

The solution most often used is a questionnaire administered face-to-face to a predetermined sample of delegates. <\/span><\/p>\n

It consists mainly of closed questions or rating scales, possibly supplemented by one or two open-ended questions on ideas and areas for improvement suggested by the interviewee. It lasts no more than 10 minutes.<\/span><\/p>\n

Every aspect of the organisation must be examined<\/a>: reception, cleanliness, services, accommodation, catering, security, transport, interest in conferences and technical visits, quality of speakers, arrangements for the gala evening, networking events, etc.<\/span><\/p>\n

This initial <\/span> quantitative assessment <\/b> quickly highlights the event’s strengths and areas for improvement<\/span><\/p>\n

 <\/p>\n

Have you delivered on the CSR commitments made at your conference? <\/span><\/h3>\n

You have included CSR considerations right from the start of your conference, thinking about a number of eco-responsible facilities and initiatives: use of recycled products, local service providers, work integration initiatives etc.<\/span><\/p>\n

Once the conference is over, use an analysis grid to validate the gap between<\/span> your CSR objectives <\/b> and<\/span> how they have been achieved<\/b>, and indicate the areas for improvement. Have you reached, surpassed or missed certain goals? Which ones ? Why is this ? What<\/span> area had you not explored that would be useful to include in the next edition of your conference ?<\/b><\/p>\n

You can also calculate your<\/span> carbon footprint <\/b> using specially developed tools available on the web, in particular on the<\/span> ADEME<\/span> website<\/a>. <\/span> <\/p>\n

 <\/p>\n

What are your delegates saying ?<\/span><\/a><\/h3>\n

Audit your<\/span> e-reputation<\/b> by analysing the<\/span> comments posted on the various social platforms.<\/b><\/p>\n

Identify<\/span> recurring themes<\/b>, both positive and negative. This <\/span>qualitative analysis<\/b> will provide you with valuable information on the specific aspects that struck delegates and those that require particular attention in future planning.<\/span><\/p>\n

Don’t hesitate to keep the discussions going, possibly in private with particularly active delegates in the community, to obtain more detailed information.<\/span><\/p>\n

 <\/p>\n

Time to take stock and calculate ROI<\/span><\/h2>\n

 <\/p>\n

Direct costs, indirect costs, hidden costs…<\/span> Financial analysis and management control of your event <\/b> enable you to map out expenditure and validate its proper use.<\/span><\/p>\n

 <\/p>\n

Draw up a detailed financial statement.<\/span><\/h3>\n

 <\/p>\n

Analyse the costs incurred and the income generated during the event to assess its overall profitability.<\/span><\/p>\n

Identify significant areas of expenditure and explore opportunities for optimising investments. <\/span><\/p>\n

In terms of communication, you can also calculate<\/span> the ROAS<\/b> (Return On Ad Spend) of your campaigns or their<\/span> ROI<\/b> and identify <\/span> the actions that have been most effective in recruiting delegates.<\/b><\/p>\n

By developing a proactive approach to your financial analysis, you can identify ways of making savings in future without compromising on the quality of the event.<\/span><\/p>\n

 <\/p>\n

Write an event report to document the lessons learned.<\/span><\/h3>\n

 <\/p>\n

The event report is not a straightforward account. It is a detailed document in which every event at the conference is meticulously recorded. <\/span><\/p>\n

Accurately record notable successes, major challenges encountered and solutions deployed. <\/span><\/p>\n

This report becomes<\/span> a benchmark, full of insights <\/b> for future events. The lessons learned will guide not only the repeats of this conference, but also all future strategic planning.<\/span><\/p>\n

 <\/p>\n

Continuous improvement<\/span><\/h2>\n

 <\/p>\n

Thank the delegates and turn them into partners.<\/span><\/h3>\n

 <\/p>\n

Finally, don’t underestimate the importance of<\/span> thanking your delegates<\/b> for their valuable contribution. <\/span> <\/p>\n

Show them that their feedback is taken seriously and used to<\/span> continually improve the quality of your conferences. <\/b> <\/p>\n

As an added bonus, get them<\/span> more involved by taking part in surveys or providing ideas for future events.<\/b><\/p>\n

In conclusion, an<\/span> in-depth debriefing<\/b> is key to the continued success of your events. <\/span> <\/p>\n

By combining<\/span> qualitative and financial evaluation, strategic planning based on delegate feedback, and a commitment to continuous improvement,<\/b> you are reinforcing your position as an expert in the creation of quality professional conferences.<\/span><\/p>\n

 <\/p>\n

Planning a conference and need help? Contact us. Our teams are made up of event professionals who can help you set up your event project. <\/span><\/p>\n","protected":false},"excerpt":{"rendered":"

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