Organizing an annual business event is usually the peak of the business year for every business. While one could ask why we should organize those live events when everything can be done online, the most logical answer is that meeting people in person is something completely different. So, if you want to leave a strong impression on your business partners and other invitees, the essential part of the organization process is ensuring flawless technical support for the event.
Reliable transportation service
When your business partners come to your business conference, they have to be treated with due respect. The first chance to show them your appreciation is to provide them with a reliable transportation service. This aspect will depend on the size of the conference and your budget. If you run a small business, your budget will definitely be limited, so having a car rented for every single attendee is too expensive. This is why using some handy modern service, such as Uber, or having your attendees picked up all together by a minibus will ensure fast and reliable transportation.
Fast in-house Wi-Fi
Since your guests will most certainly have to deal with other business tasks while attending your conference, their accommodation facilities and your business conference venue need to be equipped with super-fast Wi-Fi connections. Therefore, sit down with the managers of those facilities beforehand and negotiate the technical terms of the Internet signal during the conference. They will probably demand an additional payment for such a service, so you should include those expenses to your event budget. Also, read an article about different problems that can occur with Wi-Fi connections and business conferences.
The quality of the audio features at your event will mainly depend on your choice of the venue. Because of that, you should visit the candidate venues accompanied by at least one colleague who is adept at acoustics, or a sound professional. You should ask every manager to switch on their PA systems, so that you can hear the quality and maximum volume of their sound systems.
On the other hand, you can also opt for an independent, well-equipped sound specialist who will take care of all the sound features. While this will incur additional expenses, you can rest assured that the sound quality at the event will be immaculate.
You can hardly hold even a regular team meeting these days without high-tech visual devices, let alone a yearly business event. So, the first thing you need to put to your list of visuals is a cutting-edge business projector, as a cornerstone device of every modern business conference.
Also, make sure that all the speakers at the event send their visual materials to your technical support team beforehand. After that, instruct your team to make at least two USB copies of those materials, so as to ensure you have backups in case anything goes wrong.
Finally, when it comes to the visual aspects, you should hire a reliable photographer, as well. Those photos can later be used for different business promotion strategies.
Confirmation and registration
One of the most important preconditions for smooth event organization is getting to know how many business partners will attend it. Luckily, the days when people used to send invitation letters are behind us. What’s more, even using email for the purpose of the RSVP and registration is also getting obsolete. While you can send email messages to inform your partners about the upcoming conference, all the following actions should be taken via your website. What’s more, you should add a WordPress event ticketing plugin to your website and enjoy the registration benefits of this system. The participation fee should be symbolic. Also, it should go to a good cause, to help your local community.
Managing your annual event perfectly will charm your partners and certainly make them more open-minded for new business deals. Therefore, use our organizational guidelines and have a great business event.