A successful corporate event takes a lot of careful preparation. Here are some common pitfalls to avoid, to help the occasion run as smoothly as possible. All the following points will be helpful to bear in mind during your planning process, and when arranging the conference venue hire.
Poor online user experience
One of the first points of contact your attendees will probably make is via the event webpage. Most event management teams will have an online registration and even payment process in place, and provide all the crucial information about the event on a webpage or app.
The essential details, such as the date, time, and location of the event should be stated clearly near the top of the page. This should be followed by an overview of the event, stating its primary purpose, key speakers, sessions, and other schedule information.
Pricing and ticketing information should follow this, along with information about transport options to and from the venue, and overnight accommodation if necessary. The registration form should capture the attendees full name and primary and secondary contact details, and ask about any special requirements or interests that they may have.
The whole user experience should aim for clear navigation and layout, accessible and detailed information, and the whole user journey should be carried out with as few clicks and backtracking links as possible.
Poor on-site experience
Of course, there’s no point setting up a seamless online experience if it’s not matched at the venue. Make sure you hire enough staff to deal with the volume of attendees in a timely manner. You don’t want guests to become bored and impatient as they queue to get in to the venue, and then have to queue up again for drinks and refreshments.
The venue should be well matched to the event. If possible, visit it before and ask the team to show you around. Do they have flexible seating options so that you can change the layout to suit the size and nature of the event? Do they have plenty of breakout areas for delegates to mingle and reenergise?
Technology is important, especially if you are hosting a hybrid online and in-person event. Ask what equipment they have available, and how recently it has been upgraded. Consider if you need any specialist catering requirements, and check if they can meet your needs.
Consider how easy the venue is to reach by all methods of transport. You don’t want your gusts and speakers arriving late and stressed out after a difficult journey. Sending out user-friendly maps and public transport information with the tickets can help.
If the venue is large, think about how easy it is to navigate. Would guests have to negotiate a rabbit warren of corridors and staircases between each talk? What about accessibility—is there step-free access, or audio-visual guides, for those who need it?
No back-up plans
If something unexpected happens, such as a keynote speaker cancelling at the last minute, or a technology failure, do you have a back-up plan in place? Even the best-laid plans can go awry, and it pays to have a plan A, plan B, and Plan C in place. Prepare a communication strategy in advance with your team, to avoid any panicked announcements on the day.