How to organize a conference : 7 tips for making it a success

Attending a professional event offers numerous benefits. You can go to discover new trends in your industry or even learn new skills. However, the primary reason people attend such events is to expand their network. A study has shown that 75% of participants at professional events do so to meet new people. Networking is an essential part of staying current and growing professionally in any field. If this is one of your guests' main motivations, it’s crucial to highlight this aspect. But how do you do that? Eventdrive presents the top five ideas to boost networking at your event.

Create an Environment Conducive to Networking

This first point may seem basic, but too often, events aiming to promote networking are set in an atmosphere that feels more like a nightclub. Imagine exchanging business cards while David Guetta or Justin Bieber blares in the background. Not ideal.

When choosing your venue, select a space that allows for free movement and provides tables where people can sit and write if necessary. Don’t forget to provide notepads and pens for your guests. Avoid loud music that hinders conversation; opt instead for a calm playlist. Speaking of playlists, have you heard of Tracktl? It’s a fantastic tool for managing music at events.

Consider setting up stands where key industry players can display brochures, similar to a trade fair. Remember, speaking to strangers, even in a professional setting, can be stressful. Create a soothing and relaxing atmosphere to put your guests at ease.

Offer a Speed-Networking Session

A rising trend, speed networking is like professional speed dating. While often used for recruitment, it can also be incorporated at the start of a professional event to break the ice. These quick exchanges allow participants to introduce themselves briefly. If they find a match, they can reconnect later during the event for a deeper conversation.

This format is also a great way to connect individuals who might not typically interact, such as a senior executive meeting a junior analyst just starting their career.
Another advantage? Both participants share the same goal, which often reduces stress and encourages a more natural discussion.

Use Storytelling to Evoke Emotions During Your Event

It’s well-known that communication campaigns using storytelling are much more successful. Inbound marketing professionals understand this and leverage it constantly. (Need a refresher on inbound marketing? Click here!)

The ultimate goal of inbound marketing is to create conversations. A speech, therefore, becomes an opportunity to spark conversations among your audience, who will then find it easier to engage with those around them.

Delivering emotions through storytelling during a speech isn’t always easy. However, if you can tell a compelling story, you’ll capture your guests’ attention. When they relate to a character, they become more receptive and open—an ideal setting for networking.

Offer Incentives for Guests to Bring Plus-Ones

Sometimes, there’s a fear of not having enough attendees at an event, which can be disastrous for a networking session. Simply put, if a guest attends alone, they may form 5–6 connections. But if they bring a companion, they could potentially double that. So how do you encourage guests to bring a plus-one?

The ideas are endless. For example, you could offer a free drink for every additional guest or a three-month subscription to a specialized magazine. Depending on your event partners, you’ll undoubtedly find a way to entice them to invite their network!

Ensure Active Facilitation During the Networking Session

Networking events often have a slow start. No one dares to take the first step, and approaching strangers is never easy! This is where your role as a facilitator becomes crucial. A networking event is still an event— it needs to be animated.

Your job is to spark interest and engage your guests so they become active participants. For example, you could launch a debate to initiate discussions. Eventdrive offers a tool to create real-time word clouds: pose a question like, “Describe your profession in one word,” and guests can submit answers via their smartphones. The word cloud builds in real-time, sparking conversations naturally.

You could also organize flash presentations where guests introduce themselves in under a minute or team-building activities to help attendees connect more quickly.

Leverage a Networking Platform

Taking the first step in person can be intimidating. But using a networking app makes it easier. Participants can browse profiles, send individual or group messages, and schedule meetings.

What’s in it for you? You can track the connections made during your event (while respecting data privacy regulations like GDPR, of course).

Maintaining a professional network isn’t always easy, and expanding it can be even harder. Thankfully, networking events are becoming more common. As an event organizer, it’s your role to ensure the right elements come together seamlessly. With a well-balanced approach and a clear focus on your professional audience, convincing them that your event is the best choice shouldn’t be a challenge.