Tips for Organizing Your Next Conference

By administrator

Sep 30, 2022

There is a lot to take into account when event planning. Once you’ve decided where your conference is going to be and what day it is going to happen, it's time to look at your budget and figure out what electronic equipment you’ll need the day of. How can you cut down on long lines at check-in? How are you going to make sure your attendees can network properly? How can you make the event fun and interactive? 

In this article we will give you tips on how to organize your next event and improve your attendee’s experience. 

Get Attendees Information Ahead of Time

Step number one when organizing your next conference is to make sure that when you’re selling tickets, you’re also collecting attendee’s information ahead of time. This not only allows you to get ready for the majority of your attendees the day of the event, but allows you to communicate any further details they may need to know to them.

The best way to communicate with guests once you get their information is through email. With an estimated 4 billion daily email users, you’re putting updates about your event in a place they check every day. It also allows you to keep them notified of any changes, additions, or further instructions ahead of your event.

This also allows you to promote speakers and activities at your conference as well as helping to market your brand ahead of time.

Cut Down on Long Lines With Event Kiosks

There’s nothing more deflating than getting to an event and finding a check-in line wrapped around the building. Typically this is a product of manually checking in attendees. Your workers can only handle so much at once and having to sign-in people attending, find their badges for them, and direct them around the conference takes up a lot of time and effort. 

Thankfully there’s an easy solution to this issue – Event Kiosk. By setting up kiosks for your attendees to check themselves in, having collected their information beforehand, you cut down the minutes it would have taken them to check in to mere seconds. They simply enter their name or scan a QR code, and print their name badge and map to the event themselves! 

This process also helps with attendees who haven’t bought their tickets, they can now do so right on the spot.

Let Users Print Their Own Badges

Event badge printers are another way to save a ton of time. As mentioned above, having your employees find badges for attendees is very time consuming. The alternative used to be having attendees find their badges themselves. This leads to more long lines as people search for their badges on event badge trees, attendees taking incorrect badges, and leads to a whole other nightmare when attendees opt to purchase their ticket the day of the event and employees must create makeshift badges. 

On-site badge printing eliminates all those headaches. When paired with your check-in kiosks, you allow users to find or enter all of their tickets and information and print out their badges on the spot.  

Make it Interactive & User-Friendly

Curation and design go hand in hand when it comes to event planning. It can be overwhelming to read through a conference itinerary and try to find all the events you’re interested in attending as a guest. Consider using a digital itinerary and map system, available throughout your conference via QR codes. In the age of the smartphone, everyone attending will have constant access to this information.

This is where curation comes in handy. When designing up your digital itinerary, cluster the relevant speakers and events by topic, so that it’s easy for attendees to find exactly what they’re interested in. 

You also want to make sure that the QR codes leading to your digital itinerary incentivize attendees to follow your event on social media and post about their experiences. This is key to on-site marketing and reviews for your event. It helps the attendees feel included and adds an interactive element to your event that was missing prior to the rise of the smartphone.

Event Planning Made Easy With Choose 2 Rent

When going through the event planning process for your next conference, the choice is clear. Choose 2 Rent is one of the leading international electronic equipment rental companies and has everything you need to plan your conference.

Follow these tips and more on our blog and streamline your next event, making sure that attendees get the most out of their experience. 

Choose 2 Rent offers everything from iPad rentals,  laptop rentals, event badge printers and check-in kiosks, even wi-fi routers. We are the one-stop shop for all your event equipment needs. Contact us today for a quote and take your event to the next level.