Tech Conference Planning Tips
If you are planning for a tech conference then it perhaps is the best time for you to do so. With the ongoing saturation that the tech industry is facing, doing just another “tech event” won’t be the wisest thing to opt for. Most of these corporate events are successful with the way they are executed, and for that level of precision, you’d need to plan ahead. Each step should be assessed, re-assessed with a backup step in cases of failure. Some of the basic or groundwork that kicks off your planning are the choice of venue, commute facilities, speakers and of course showcases. In addition to booking a venue, you will also need to make sure that attendees can easily get to and from hotels, airports, or other points of interest. So make sure to book some shuttle bus rentals with drivers to accommodate the needs of your attendees.
So, are you ready to get your first hands-on experience with a tech conference, then let’s delve right into the intricacies of its planning?
1. Choosing Location
Choosing the venue might be the most frustrating job you can ever have. But given that you have your dates fixed, you can plan the booking ahead. But make sure you decide to settle for a date before booking a venue.
Venues generally fall under three main categories depending on the demographic you are targeting but if it’s a way for you to connect and build a rapport, then either of the three event types will work for you.
If your tech event is dealing with something that would interest students, then a university campus is ideally the best place for you to market your event and its purposes here.
Most corporate events are held at venues such as this. If the essence of your event is all business at the core, then this venue type is just the right one for you. But these type of venues are likely going to be very expensive which might not be ideal if you have budget constraints.
It is suited for purposes that are more commercialised or is large scale. Tech events are likely to take place at independent venues since the open-ended-ness of such avenue is considered convenient for everyone.
2. Arranging transportation
Commute facilities are to be taken care of by the event committee which should pick up delegates/speakers and take care of on-site and off-site pickups and drop-offs.
3. Booking Speaker
Remember that the speakers are the stars of your show. The only way to make sure that you get traction is by getting a solid lineup. Make sure that your line up has at least one big name that your target demographic is aware of. Make sure to check up on certain technicalities such as compensation, special needs, types of equipment and transport for the speaker.
Workshops are very important for events such as this. It is a primary line for you to interact with the crowd or spectators. The workshops can be of many kinds, most people enjoy a hand’s on experience with new technologies and hardware. If you can get someone who is proficient in overclocking and liquid cooling, for instance, then that would definitely be a crowd pleaser.
Make sure that the catering service provider takes care of the logistics, refreshments, starters and dinner. Be specific about food that is vegan and non-vegan where separate sets are to be appointed respectively.
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