In this article, we have aimed to introduce some of the most common and predictable mistakes in organizing conferences or events to you dear readers, and in the following sections, we will review and provide solutions for them. Stay with us.
اشتباهات در برگزاری همایش
1- Lack of proper planning
Lack of proper and reliable planning is one of the most important factors leading to failure in organizing conferences; in most cases, the absence of planning causes a lack of coordination between different departments and ultimately results in neglecting the program’s details.
This issue not only confuses the organizing team but also creates an unpleasant experience for your participants.
The main solution to this issue is to create a proper schedule along with a final checklist, and ultimately to professionally and accurately delegate tasks among the team members.
In addition to the above, utilizing project management systems can also be beneficial for you.
اشتباهات در برگزاری همایش
2- Lack of Preparedness and Crisis Management
Another common mistake in organizing conferences is the absence of an emergency plan, often referred to as a Plan B. During an event, besides the factors within our control, unexpected issues such as audio system failures or the sudden absence of a speaker can present serious challenges and crises.
To tackle these challenges, it is best to always have an alternative plan in place and use it whenever any issues arise.
3- Insufficient support staff
One of the most common challenges during conference organization is the shortage of support staff, which can significantly disrupt the flow of your event. The absence of personnel for reception, guidance, and hospitality services can lead to dissatisfaction among participants.
To resolve this issue, the number of support staff should be carefully calculated based on the number of participants and the type of event, ensuring that there are no staffing shortages during the conference.
In addition, it is essential that your selected staff are fully trained so they can effectively handle any potential challenges that may arise during the event.
اشتباهات در برگزاری همایش
4- Ignoring the audience’s needs
Another common mistake in organizing conferences is neglecting the audience’s needs when creating content. When designing the conference program, it’s important to identify the target audience’s needs and interests and deliver content that is engaging and impactful, preventing a decline in participation during the event.
In addition to creating a precise program, utilizing feedback from previous participants can help in developing targeted and effective content.
5- Lack of proper and effective advertising
The absence of proper and targeted advertising can be the primary reason for low audience turnout at the conference and may disrupt its proceedings.
Even if your conference content is well-planned and purposeful, without proper advertising, it will not attract the intended audience.
Using various advertising methods such as email marketing, social media advertising, and online promotions can effectively attract your target audience, raise awareness about you and your conference, and create the necessary engagement.
6- Unprincipled selection of speakers
Choosing weak or irrelevant speakers for your topic is one of the factors that reduce the impact on the conference audience.
Speakers who lack strong communication skills or sufficient expertise and knowledge can generate negative feedback among participants.
Conducting tests before selecting speakers or choosing individuals whose expertise you are confident in is a reliable and effective way to prevent this challenge.
Overall, to avoid these mistakes in organizing conferences, it is best to develop a comprehensive and structured plan from the very beginning to manage all possible issues and follow it closely. This approach will help you face the fewest challenges and crises during the event.
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