How to organise a conference?

All our advice for a successful conference

Whether it's a question of prospecting for new customers, promoting partners, motivating teams or enhancing the company's image, a conference is a major event for any company. 
Because it is a real communication operation, it must be perfectly organised in order to obtain the desired results. Atawa tells you everything you need to know, step by step, to make your conference a complete success!  

Define the objective and budget of your conference

Whether it's for publicity, a company seminar or a gala evening, the objective of your conference determines the design and organisation of your event. 
Indeed, to communicate well and leave nothing to chance, it is essential to have a very precise goal. Who will be invited? Which speakers will you call on? Which location is best suited to your event? 
By answering the question: "What is the purpose of this conference?" you can establish a guideline for your project and budget the amount allocated to this event. 

Finding the right date for your event

Organising a conference cannot be improvised. Such a project takes months of preparation. That is why it is essential to set the date for this professional event as soon as possible. 
The middle of the week is the ideal time to organise a conference. Business partners generally appreciate meetings that take place early in the morning or at lunchtime. The afterwork, which has become very trendy for corporate events, is also a very convivial time, more suitable to seduce your loyal customers and prospects. 

Of course, it is best to avoid the summer period. You should also make sure that no other important and very unifying event, such as a major sporting event, is taking place on the date you have chosen.

Determining the ideal location

Not all companies have a conference room. Fortunately, if you are accompanied by specialists in this type of event, it is possible to organise a conference in an atypical but equally functional venue. 
Depending on the purpose of your conference, it may be worthwhile to organise it not in a traditional reception hall but in a theatre, a boat, a football stadium, etc. 
 

For example, Atawa found a solution for an evening event organised for an investment company to welcome guests in the inner courtyard of the company's headquarters. 
The courtyard was covered with an aesthetically pleasing and flexible lycra fabric and turned into a high-class reception area. Heated parasols ensured a mild temperature, and soft lighting illuminated the entire evening.
For the Les Mousquetaires group, Atawa set up several tents next to each other to create a large open-air event structure. These temporary structures made it possible for their corporate conference to take place over several days in the park belonging to the group's head office.

Surround yourself with experienced service providers

In order for your conference to run smoothly, surround yourself with trusted service providers. 
Are you integrating a conference into a company party? Do you like the format of cocktails that are both friendly and informative? Are you celebrating the opening of your new premises? Thanks to Atawa's expertise in corporate events, everything is possible.
From space planning, furniture hire and tableware, to video recording and control, not forgetting lighting and energy, choosing a single contact person means that the organisation of an event can be better monitored. By working with recognised service providers, Atawa provides you with a turnkey solution.

Ensuring good communication

To attract the right audience to your conference, it is essential to have a good communication strategy in place. 
First of all, send out your invitations well in advance, so that as many people as possible can make themselves available. Also, contact the speakers you wish to use early enough to match your schedules.
Even if your conference is not open to everyone, communicating about your company's events is important. Social networks are a good way of conveying your company's values and actions. 
You can also organise live video coverage to reach a wider audience. This was the communication method chosen by Content Square, for whom Atawa organised a conference that was streamed and was a great success.

Don't neglect the aftermath. To ride the wave of your event, photos, videos and thank you cards are always appreciated.

If you would like to be accompanied in organising a conference, Atawa offers you all its experience and expertise so that nothing is left to chance. With its team of event professionals, Atawa guarantees the success of all your projects!