organization of each parties it is a very responsible and demanding task. A particularly big challenge is to prepare a professional conference, which will be attended by important personalities from the industry and the media. The key to success is efficient conference service. What to remember when organizing such an event?

Step-by-step conference management

A conference is a meeting during which specific issues related to the company's operations, industry or other aspects are discussed. The event can be attended by employees of various levels of a given enterprise, important figures from the industry, contractors and business partners, as well as representatives of the media. No wonder that the organizers do their best to ensure that every element of the conference is at the highest level. 

How to organize an eventwho will be successful? Preparing a conference is not only about finding the perfect place or inviting guests. It is also about providing the speakers with appropriate working conditions and supporting the entire project. Conference service requires a plan, proper preparation and comprehensive knowledge. We suggest how to do it right step by step.

Conference service - organizational issues

First of all, you should set a detailed topic of the meeting, choose a date and specify the estimated number of participants. The next step is choosing a place. The place for the conference should be adjusted to the number of guests, well-equipped, situated in a convenient location. In Poland, there are many conference facilities of an excellent standard. Finding the right one shouldn't be a problem.

If you are planning a conference away from where most guests live, be sure to choose a facility with accommodation. Another solution is to rent a room located right next to a hotel or other holiday resort. The availability of catering facilities will also be an advantage, which will provide conference participants with adequate food. Otherwise, you will have to use the services of a catering company.

At this stage, you should also take care of substantive issues. Select and invite speakers, develop a preliminary conference program, prepare materials for invited guests.

Technical support for the conference 

Professional organization of conferences is primarily the development of the entire visual sphere, i.e. the preparation of the necessary equipment, selection of lighting and sound systems and other technical matters. 

The emphasis is of great importance. When choosing sound equipment, it is worth considering the following issues:

• object size,
• distance between walls,
• acoustics,
• arrangement of windows,
• number of guests.

The sound system should be constructed in such a way as to ensure high sound quality in every corner of the conference room. It is important that it is adapted to the nature of the event - different sound systems will work in the conference room, and others in the wedding hall. It is also worth taking care of high-quality microphones for speakers. Wireless microphones will work best, as they will allow them to move freely around the stage/platform. 

The technical support of the conference also means careful selection of lighting - especially stage lighting, which will illuminate the compere or speaker well, decorate the stage or display the props necessary during the lecture. In many cases, it is the light that brings on company event  sets the right mood and builds the atmosphere.

What kind of lighting can be used during a conference? Depending on your needs, these may include: moving beam, spot and wash heads, as well as GOBO projectors.

The last element of the technical service of the conference are multimedia, which will make the event visually more attractive. The use of modern multimedia will emphasize that the company keeps up with the times and willingly implements innovative solutions. This can clearly affect its recognition. It is also a great way to promote a new product in an unconventional way.

Multimedia that may be useful during the conference is:

• projectors for displaying presentations or other materials,
• TV sets, which can also display a presentation or selected points of the program - it is worth placing TV sets on special extension arms above the guests' heads, so that everyone can see the image clearly,
• LED screens - an alternative to TV sets; they display the image in better quality and resolution.

Conference support - what else to remember? 

Professional conference service also means preparing the event schedule. In the schedule, include specific times of speeches of individual speakers with short descriptions of the issues they will talk about, start times and duration of breaks, other details related to the conference. 

Make the event attractive. The lectures of the speakers should be interesting and inspiring. The program should include additional attractions that will add color to the event and provide the guests with a lot of positive impressions. The attractiveness of the conference will determine whether the guests decide to take part in it.

Marketing is also an important issue – especially if you care about publicity. Rethink marketing and adapt it to the nature of the event. If you are organizing an open conference, be sure to prepare a landing page or social media event. Remember that it should contain all the necessary information about the event program, speakers and special guests, ticket purchases, etc. The website should be clear, intuitive and attractive to the recipients. 

You also need to remember about marketing during the event. Streaming an event online or reporting on social media is a good way to promote your brand.

The help of specialists guarantees success

Conference service is a very responsible and demanding task. To be sure that everything will be planned down to the smallest detail, and the event itself will run smoothly and without any complications, entrust this task to specialists. 

Professional event company is a team of experienced, well-qualified people with the necessary knowledge in the field of comprehensive conference services. Specialists take care of every element of the event. Their tasks include full technical support for the conference. In addition to the organization of lighting and sound systems, the company provides assistance of an experienced technician during the event. The specialist watches over the course of the conference and quickly fixes any errors. 

Some companies also offer assistance in the promotion of the event. Dwór Korona Karkonoszy is not only a spacious, well-equipped conference room, accommodation and catering facilities, but also its own agency that will effectively promote the event.