7 Common Conference Organising Challenges and How a Professional Conference Organiser Can Help

Organising a conference is an exciting yet challenging task. From coordinating logistics to ensuring attendee engagement, various factors have to be managed effectively. In this blog, we’ll explore common problems encountered during conference planning and how a professional conference organiser (PCO) can provide solutions to make your event successful.

1. Lack of Clear Objectives 

Challenge: Without clear objectives, it’s easy for a conference to lose focus. This can result in disorganised content and a lack of engagement from attendees.

Solution: A professional conference organiser excels at helping you define your conference goals. They will assist you by developing a strategic plan that aligns the event’s themes, speakers, and sessions with your desired outcomes, ensuring a coherent and impactful experience for everyone.

2. Budget Overruns

Challenge: Managing a conference budget can be tricky.  Conference expenses can quickly spiral out of control, especially if not closely monitored. This can lead to compromised quality or, worse, financial losses.

Solution: PCOs bring valuable budgeting expertise. They will help you to create a realistic budget, identify potential cost savings, and negotiate with suppliers to secure the best rates. With their experience, they can foresee potential pitfalls which will help you stay within budget.

3. Venue Selection Issues

Challenge: Choosing the right venue is crucial but can be overwhelming. Issues such as location, capacity, accessibility, and facilities must all be considered, and last-minute venue changes can be disastrous.

Solution: A professional conference organiser has an extensive network of venue and city convention bureau contacts. They will provide recommendations based on your specific needs. They will conduct site visits, assess logistics, and negotiate contracts, ensuring the venue aligns perfectly with your conference goals.

4. Engaging Speakers and Content

Challenge: Finding and securing high-quality speakers who resonate with your audience can be time-consuming and challenging. Poor content can lead to disengagement and dissatisfaction among attendees.

Solution: PCOs have established relationships with a wide range of industry experts and thought leaders. They will help you curate a diverse lineup of speakers and ensure the content is relevant and engaging. This will enhance the overall attendee experience and drive greater engagement.

5. Marketing and Promotion

Challenge: Promoting your conference to attract attendees can be daunting. A lack of visibility can result in low registration numbers and low engagement from potential sponsors and exhibitors.

Solution: Professional conference organisers have marketing expertise and access to effective promotional channels. They can develop targeted marketing strategies, create compelling content, and leverage social media, email campaigns, and partnerships to maximize reach and drive registrations.

6. Logistics Management

Challenge: Managing logistics such as catering, audiovisual needs, and on-site registration can become overwhelming, especially as the event date approaches.

Solution: A PCO is skilled in logistics management and will oversee every detail, from coordinating suppliers to managing on-site operations. This ensures a seamless experience for both attendees and speakers, allowing you to focus on the conference’s content and engagement.

7. Post-Event Evaluation

Challenge: Gathering feedback and evaluating the success of your conference can often be overlooked, yet it is crucial for future improvements.

Solution: PCOs will facilitate post-event evaluations by creating and distributing surveys, analysing feedback, and compiling reports. They can provide insights into what worked well and what didn’t. This data will help you build on the success of your previous events.

While organising a conference can present numerous challenges, partnering with a professional conference organiser will significantly alleviate these burdens. From defining objectives and managing budgets to ensuring engaging content and seamless logistics, a PCO’s expertise is invaluable in delivering a successful event.

If you're searching for conference planning services to streamline the process and enhance your event's impact, consider partnering with a PCO. 

Ready to chat about your event?  Let’s work together, get in touch today…