Organising a congress or event in a congress hall can be a complex task. To ensure that everything runs smoothly and your event is successful, we have created a practical checklist. In this article you will find helpful tips and suggestions to help you plan and run your event.
Planning phase: The first steps towards successful congress organisation in a congress hall
- Scheduling and time management: Choose a suitable date for your event, taking into account public holidays, school holidays and possible competing events. Create a schedule with all important milestones and deadlines.
- Budget planning and financing: Create a detailed financial plan that takes into account all costs, including room and technical rental, catering, marketing and staff. Keep an eye on costs and try to attract sponsors or partners for your event.
- Event objectives and target group analysis: Define the main objectives of your event and identify the needs of your target group. Develop an appealing event concept that appeals to your target group and ensures a high number of participants.
Select the right congress hall
- Location and accessibility: When choosing a congress hall, make sure it has good transport links and sufficient parking facilities. Also check the proximity to hotels and other accommodation for out-of-town participants.
- Room size and seating options: Choose an event room that is the right size for your number of participants. Also consider the different seating options and make sure there is enough space for networking and breaks.
- Technical equipment and infrastructure: Make sure that the congress hall has the necessary technical equipment, such as beamers, microphones, WLAN and good sound and lighting technology. Also check the accessibility and sanitary facilities.
- Catering and catering options: Clarify in advance whether the congress hall offers its own catering or whether you need to hire an external caterer. Make sure that the catering is varied and also caters for special dietary requirements, such as vegetarians, vegans or allergy sufferers.
Event marketing and participant acquisition for a congress hall
- Save-the-Date and invitations: Send out save-the-date announcements and official invitations early. Use different communication channels, such as email, social media and, if necessary, postal invitations.
- Online marketing and social media: Create an engaging event website and use social media channels to reach your target audience and generate interest. Also consider placing targeted online ads.
- Sponsorship and cooperation partners: Look for companies or organisations that could act as sponsors or cooperation partners. This can not only offer financial benefits but also increase the reach of your event.
Personnel planning and logistics
- Select and coordinate service providers: Hire reliable service providers, such as technical companies, caterers and possibly interpreters. Coordinate the cooperation and make sure that all service providers keep track of their tasks.
- Team briefing and allocation of tasks: Assemble an experienced team and assign clear tasks and responsibilities. Provide training and briefings to ensure that all team members are well prepared.
- Check-in and participant registration: Create a smooth check-in system and ensure that all participants can be registered quickly and easily.
Follow-up and success control
- Feedback evaluation and lessons learned: Collect and evaluate feedback from participants, service providers and team members. Use the lessons learned to make improvements for future events.
- Documentation and archiving: Create a documentation of your event, including photos, videos and reports. Keep this well so that you can refer to it when needed.
- Follow-up and customer loyalty: Maintain contacts with the participants and service providers of your event and keep them informed about upcoming events. Offer special deals and discounts to encourage customer loyalty.
Conclusion: A successful event requires thorough planning and organisation. Our checklist can help you keep an overview and ensure stress-free implementation. Make sure that your congress hall meets all the necessary requirements and addresses the needs of your target group. With careful planning and successful implementation, you can create an unforgettable event.