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Revamping International Conferences: Transforming Dormancy into Dynamic Experiences

When it comes to event and conference production companies, the groundwork for an international conference begins long before the actual event takes place. Recently, while working in the office, I stumbled upon a team I hadn’t even previously met, due to the remote work arrangements during COVID. Despite the challenges posed by the pandemic, this team was diligently planning the production of an international conference scheduled for 2022. Imagining an international conference two years in the future made me realize the immense energy required to sustain momentum throughout this marathon of an experience. It’s not just the production team that needs to be energized. It’s the team representing the clients, as well as the conference participants, who are inundated with information from various sources. In this blog post, I aim to share my thoughts on an imaginary “compressor” that can help maintain the energetic state throughout the production planning of an international conference.

Key Areas to Focus On:

Responding to Customer Expectations

There’s a huge difference between producing an international conference vs. a local event. A crucial parameter to consider is the relationship between the conference’s steering committee and the international conference company. The client anticipates the participation of attendees from countries around the world. Sometimes, the arrival of a participant from a country that has limited/problematic relations with Israel may generate significant media attention. In other instances, a participant with an esteemed reputation can create buzz. Today, success is largely measured by the size of one’s social media following.

Maintaining Constant Contact

Clients now recognize the importance of having an engaging website, YouTube channel, and active social media profiles. It is essential to establish and maintain an online presence from the get-go. The role of the production company extends beyond building a registration platform. It involves generating buzz in various news forms. Social media, when utilized effectively, can generate the necessary energy and anticipation for your event. Engaging companies from foreign countries fosters curiosity and builds excitement for the conference. You must take advantage of the opportunity to address previously unexplored topics and cultivate potential collaboration.

Designing a Vibrant Program

International conferences typically span three to five days and follow a relatively predictable structure, featuring receptions, galas, and keynote speeches. However, in recent years, we’ve witnessed attempts to disrupt the traditional conference schedule. Conference organizers and steering committees recognize the participants’ desire for a more unique/fresh experience and come up with fresh, innovative ideas to wow their attendees.

In general, the following areas require attention when producing international conferences:

Comprehensive copywriting for all conference components, including invitations, blogs, press releases, and even copy for on-screen visuals.
Intelligent use of video and animation on the conference website as part of the digital marketing campaign.
Innovative design of physical spaces, in an effort to bring something unique and exciting to engage the attendees.
Encouraging active participation from attendees across all segments.

These measures, among others, serve to increase awareness and anticipation for the event. They aim to transform conferences from mundane events to captivating and unforgettable experiences (without harming the conference’s scientific integrity).