Conference Planning: 8 Effective Tips for a Successful Creative Art Conference
A creative art conference is not just a meeting point; it’s a sharing forum where artists meet and share insights on the latest information about what happens in this industry. Attendees come to the conference to get experts’ knowledge on the latest information artists should explore to succeed in their careers.
As a conference planner, you need to provide value for time and money. Get the right personnel to offer talks and present papers for participants to get out better than they came in.
Why attend a creative art conference?
- Interact with fellow artists for feedback
- It’s a marketing strategy for your products or services
- Improves your communication and presentation skills
- It’s a fun and exciting experience
- Engage in high-level debates responsible for planning policies and programs
It’s tasking to start and organize for a conference. Artists have a tight schedule, bringing them on board is not a walk in the park. Here are a few tips for the success of a creative art seminar.
- Choose your theme
What is the aspect of the industry that you think need to be addressed? This serves as the theme of the function. You communicate it to speakers -as well as participants- to tailor their talks towards the theme. It is the reason why someone thinks it’s important to attend the event. It should address the current challenges, strengths, weaknesses, and strengths in the artwork. Plus, it needs to answer several queries and concerns about a particular area in creative art.
- Form a committee
You can’t do everything on your own. You will fail terribly. Engage people as you supervise and get reports on what they are doing. The division of responsibility consolidates different concepts for the success of this occasion.
Where possible, contract consultants to give you expert advice on what works, what can’t work, what needs improvement, and what is the ideal situation for the seminar, among other areas of concern.
- Prepare a budget and a conference business plan
Such events need a financial and a business plan. Financial planning involves funds. Blind conference planning is dead on arrival. You may need to have a big conference but have limited resources or even a surplus to prepare something better.
You only know this when you have a budget. A business plan also comes in handy as a logistics tool to show you what you need to do at this time and place. With a deficit, you can think of sourcing for funds for relevant individuals and corporate donors.
- Source for funding
There are organizations willing to come and offer financial, media, and material support for this function. In fact, you can use the chance to organize for corporate payable tables as a source of function.
Businesses love such events for they get a chance to have a one-on-one interaction with customers. They benefit more than the conference planners. You only attract them when they are also sure they get value for their money.
- Engage speakers and contact relevant stakeholders including artists
At this point, you now have a set a date and venue. It’s now time to send invitation letters to artists and speakers for confirmation before you go out and advertise for the event. Let them confirm their attendance.
You need to get a renowned speaker to attract more people to participate in the event. Never underestimate the power of local and international speakers as well. Among the stakeholders, the catering team can’t miss it. How will you feed your guests? What of the participants?
Definitely, you can’t feed them but they need a caterer to sell fast foods to quench their hunger. In case you choose an outdoor catering service, make sure there is a classic smoking tool when using the offset smokers for the comfort of the participants and guests.
- Advertise the event
Advertisement for the conference is a crucial component of any conference planning. How do you reach out to your target audience? Marketing experts advise people to use different advertisement tools to widen your audience.
Remember, not everyone who gets information about the conference will attend. The best form of advertisement is the use of social media and related tools.
- Register the participants as you promote the conference
The advertisement is out. People are already showing signs of participation. The speakers have already confirmed their attendance.
Ensure there is a competent registration team to ensure it’s a smooth process, especially if you opt for an online registration format. The email marketing tools come in handy to support the process.
- Focus on, on-site planning as you prepare to host the conference
Based on the number of people you register, your focus should now be on-site planning. Do you have room for expansion in case you have more participants than you expect? What are some of the other services you are likely to offer, and how will you place them on the site? This is your main area of focus until the day of the event. The planning process goes on even on the material day when you have your guests.
In summary, the success of a creative art conference depends on the planning process. When you are incapacitated on this, and you can spare some money, then it’s advisable to engage the services of an event planner.
It relieves you of the stresses that come with this process. You only need to share with them what you expect out of the event. You will never get disappointed.