Most Popular entries on Corporate ConferencesThere are so many aspects to planning a conference and getting started can be the hardest part.
We have many entries on corporate conferences and planning templates to help. Below are the five most popular entries related to conference
We spend so much time and energy securing wonderful event speakers, but our job's just beginning once the event speakers are booked. If you have the bandwidth, I recommend assigning someone on your team to be a fully dedicated speaker host. If you don’t have this person, consider hiring someone very responsible to serve this role.
speaker host will be the one waiting for the sedans to arrive, taking
the call from the limo company when the client has been picked up from
the airport, greeting the speakers upon arrival with a gracious smile,
showing guests to the greenroom or their hotel room, providing agendas
and basically assisting your special guest with any requests.
What to give your fabulous speaker host:
- A list of all speakers and their speaking times/rehearsal times on one sheet
- Arrival/departure times with flight numbers and confirmation codes
- Speaker cell phone numbers and assistant's numbers
- Your cell phone numbers
- Copies of the agenda and maps of the hotel
- An introduction to the hotel management
The speaker host can check your guests into the hotel rooms ahead of time and therefore hand a key to the speaker upon arrival and avoid sending the speaker to the hotel desk (who wouldn't like skipping this step?). Your speaker host can also check the hotel rooms before your VIPs arrive - you wouldn’t believe the things we’ve found in the suites reserved for our keynotes.
Your speaker host will ensure the
transportation company is enroute to pick up your guest at the end of
the event, confirm their flight is ontime and show them to the car with
a bottle of water. Your speakers will remember your hospitality, and
feel very taken care of. Well done!
And what exactly is a "Pillow Gift"? A pillow gift is a small welcome item provided to guests in their hotel room during turndown service and ties into your event via branding or in theme.
If you're trying to
promote your brand at a conference this is a unique sponsorship
opportunity that has much more impact than a banner on the wall. One
of the best ideas I've seen was a pillow case with a very clever, funny
tagline printed on it. But the ink was "glow in the dark" ink so
guests did not notice the "branding" until they turned off the lights.
And then, hopefully, had a big laugh.
Pillow Gifts are a
really nice extra touch for your guest speakers or clients to remind
them you appreciate their participation in your event. Always include
a note card expressing your gratitude along with the gift.
Some ideas for pillow gifts:
- who doesn't love chocolate and you can either place them in a branded
box, have the chocolate molded into your logo, or simply bag M&Ms that match your event colors.
- Lotion/Bath amenities - a company called
Balls - if there is a golf component to your event the guests probably
do dream about short puts and long drives....If you go this route be
sure to select a high quality golf ball - logos can be put on the best
balls as easily as terrible ones. Golfers will appreciate high
quality. You can buy these from our store if you need a source.
- you can provide a nice bottle or 1/2 bottle with your company or
wedding ribbon tied around the bottle or a basket with the wine and
goodies. You can even have custom wine for your wedding or company and
it doesn't take a fortune to have your very own "label". I found Signature Wines
to be a great resource for this type of gift - their Rutherford Cab is
outstanding. ***Word of caution: make sure your company's legal team
approves this prior to ordering and your executive team is on board
with providing wine as a gift.
- Spa Robes - okay, if your budget allows this could be the ultimate pillow gift. The brand a lot of 5 star hotels use is "Robeworks" - such nice quality and a front pocket that has a nice space for logos.
Holding an event at a large hotel? Consider placing a colored sheet of paper (8.5×11) with your event name printed in large font on each box you ship. Adding a color label greatly helps the shipping team and bellmen locate and deliver your event boxes. They know "all the boxes with bright orange sheet go to Ballroom A." Most large hotels receive hundreds of boxes a day – you want to do everything you can to ensure you get your supplies. Remember to inform your hotel contact of your snazzy system.
An additional step to consider: number the boxes. Mark each box 1 of 33, 2 of 33, 3 of 33, etc. and jot down major contents of each box. This way if box 26 and 27 didn’t make the traveling team you know exactly what you’re missing and can quickly take steps to replacing these items, before the event festivities begin.
a small budget but need to make a big splash? If you are hosting
clients at a large scale event and providing transportation, consider
branding the limos and shuttles to shout your brand to the crowds, and
make your clients feel special. You're already paying for the shuttles
to drive all day (past thousands of people) so why not put them to
The stickers shown in this photo are easy to attach and leave no damage on the vehicles. If you need a resource, two companies to consider for this type of branding are BLR Signs or Giant Impressions (see Hot Vendors). In the case of Yahoo! at the ATT Pebble Beach Golf Tournament fans yodeled as the limos went by - too fun!
Water is the most inexpensive beverage to serve....unless you are in a conference hotel. On an average, water bottles cost $6-7 (per 8 oz . bottle!) when tax and gratuity are added. This can come as a huge surprise to the conference planner when the final bill arrives.
may sound silly, but you can negotiate a rate for the water in your
contract (and if this event is in Arizona or Palm Springs this is a
must). I've received funny looks from conference managers, and been
told they'd never heard this request before, but they didn't refuse.
So how much can you save? We held an event in Phoenix for 750 attendees, a multi-day program, and negotiated a rate of $1/bottle plus gratuity - this saved $25k.
Additionally, you can request pitchers of water (free) in every meeting room, request these be refreshed often, and save bottled water for activities and boxed lunches.