28 Jan Conference Marketing Plan – Advice from Industry Experts

As one of the leading conference providers in Ireland, we’ve seen it all when it comes to conferences – the good, the bad, and the ugly. After years of experience, we’ve learned how to create seamless, successful events that leave lasting impressions. In this post, we’ll show you how to avoid the ugly and ensure that your next conference is drawn as required. Let’s dive into the essentials of conference marketing planning, and how to get it right from the very start.

Conference Marketing Planning 101 – Where to Start

It’s often said that in the world of conferences, it’s all about location, location, location. While that’s undoubtedly true, there’s more to conference planning than just choosing the right venue. The second critical factor is determining the core objective of your conference – what message do you want to convey, how sexy do you want your conference to be and what do you want attendees to take away? Without a clear vision, even the most prestigious venue can fall short. Once you’ve nailed your location and core messaging, you’ll be on track to create an event that hits all the right notes.

Conference Planning Specifics

When it come conference planning there are a few basics and key elements that you need to bear in mind such as:

1. Conference Table Plan: One of the fundamental aspects of conference planning is understanding how your attendees will be seated. Will you be using circular tables, long rows, or perhaps a more creative arrangement? The table plan can influence the flow of conversation and attendee engagement, so think carefully about your seating structure. How many people are attending? What’s the best layout for interaction and networking? These are essential questions to ask to ensure your conference runs smoothly.

What Audiovisual.ie Provides:
We can assist with the layout of your event to ensure optimal audio-visual experiences. Whether you need screens, projectors, or PA systems, we’ll ensure your attendees can interact comfortably and efficiently, regardless of the seating arrangement.

2. Conference Ideas Planning: A brainstorming session with your team can help determine the theme or motif for your event. This will set the tone for everything from marketing materials to event décor. When developing the concept, ensure it ties back to the conference’s main objective, whether that’s to educate, inspire, or foster collaboration.

What Audiovisual.ie Provides:
From conceptualising the visual identity of your conference to providing tech solutions that enhance the event’s impact, we help turn your ideas into reality. Our team ensures that the technology is aligned with your conference theme and goals, creating a seamless experience for all involved.

3. Conference Planning Software: The digital age offers a range of conference planning tools, but how do you know which one is right for you? There are three main pieces of software widely used in the industry, and we’ve had extensive experience with all of them. However, rather than leave it up to chance, we recommend hiring experts who can guide you through the planning and execution process. We’re here to help!

What Audiovisual.ie Provides:
We don’t just recommend software, we provide the hardware and systems that integrate seamlessly with it. Whether you need event management software for registration, or live streaming setups, we’ll ensure that your conference runs smoothly from start to finish.

4. Conference Communication Plan: Effective communication is vital to the success of your event. It’s important to begin your communication strategy well in advance, keeping your audience engaged and informed as the event approaches. Use multiple platforms, from email campaigns to social media channels, and don’t forget to target your audience where they are most active. Depending on the scale of your event, consider using media or running competitions to build excitement.

What Audiovisual.ie Provides:
To keep your communication clear and on point, we offer AV services and solutions that support live event updates, video messaging, and event announcements. We can also provide high-quality live streaming so your content reaches a wider audience, enhancing your event’s reach and impact.

5. Conference Room Layout Plan: When it comes to room layouts, simplicity is key. While you want your space to be functional and inviting, the best conference room layout is one that encourages interaction while maintaining a professional atmosphere. Consider whether you need a theatre-style setup, break-out areas for smaller groups, or spaces for exhibitors.

What Audiovisual.ie Provides:
We are experts in setting up your conference room with the most effective AV solutions to match the layout. Whether you need projectors, sound systems, microphones, or interactive screens for each segment, we’ll tailor the room’s tech to suit the flow of your event, ensuring the perfect environment for both speakers and attendees.

Conference Marketing Planners – Take Action Today!

Planning a conference can be a daunting task, but with the right tools, team, and strategy in place, you’ll create an event that will leave a lasting impact. Whether you need advice, planning assistance, or on-the-ground support, we’re here to help you every step of the way.

Ready to Plan Your Grand Conference?

At Audiovisual.ie, we specialise in creating exceptional conference experiences. From high-definition projectors and interactive displays to wireless microphones and professional staging, we have everything you need to deliver a seamless event. Don’t stress over the details contact us, and we’ll take care of everything, from planning to execution.

Give us a call now on +353 1 413 3892 or contact us online today, and let’s create something unforgettable.