Let's face it—conference management in the Philippines is not for the weak. It's a combination of logistics, planning, and, occasionally, an extreme sport (have you ever tried installing a stage while attempting to salvage a last-minute speaker cancellation?). However, even the most skilled event professionals occasionally slip up.
Following are five of the most frequent mistakes in conference planning and how to avoid them like a master event ninja!
1. Underestimating the Timeline
Have you ever heard anyone say, "We still have three months!"? That's a recipe for disaster. Next thing you know, you're racing to confirm speakers, sponsors, and registrations and living on coffee and determination alone.
Most associations we know that do not have conference management partners are guilty of this.
Pro Tip:
- Plan at least 6-12 months ahead of time.
- Include a timeline with defined milestones (e.g., venue reserved by Month 3, marketing campaign launched by Month 4).
- Expect everything to take longer than planned—because it will.
2. Picking the Wrong Venue
Your conference is made or broken by a venue. Rent a too-small venue? Your attendees will be sitting in sardine conditions. Too large? It will look like a ghost town. And don't even talk to me about awful Wi-Fi and serving cold and bland food (remembering these experiences gives us headaches)
Pro Tip:
- Know your expected attendance and choose a scalable venue.
- Always check for Wi-Fi strength, parking, accessibility, and breakout rooms.
- Do a site visit—because what looks good in photos might be a disaster in reality.
3. Forgetting About Engagement
Conferences shouldn’t feel like a never-ending lecture series. If your attendees are just passively sitting and listening, you’re losing them (and probably their social media posts, too). Enough of the death-by-seating format conferences. They should be a thing of the past buried deeply six feet under the ground.
Pro Tip:
- Incorporate interactive features such as live polls, Q&A sessions, and networking breaks.
- Gamify the experience—leaderboards, challenges, and prizes maintain energy levels.
- Invite social sharing with an official event hashtag (and a social media-friendly photo wall!).
4. Overloading the Agenda
You don't require 100 speakers in one day. A packed schedule is tiring for everyone. If visitors feel like they need a break, they'll take one—outside your event. Information overload is now what the conference is all about. Mix it and make it dynamic.
Pro Tip:
- Balance keynotes, panels, and networking to keep the flow engaging.
- Provide breathers—coffee breaks and interactive activities help avoid event fatigue.
- Keep presentations concise and impactful—quality over quantity!
5. Ignoring the Post-Event Strategy
So the conference ended. Great! But if your post-event strategy is just a thank-you email, you’re missing a massive opportunity. Remember, this age is all about continuous connection with your attendees, the whole year round.
Pro Tip:
- Send a follow-up survey to gather feedback.
- Repurpose content—turn-key takeaways into blog posts, video snippets, and social media posts.
- Stay connected! Nurture your attendees for the next event with exclusive offers or VIP invites.
Final Thoughts
Conference management isn’t just about logistics; it’s about crafting an experience. Avoid these common mistakes, and you’ll have an event that people don’t just attend—but actually rave about!
What’s the biggest conference management planning mistake you’ve seen (or survived)?
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If you need help contact us on our website or message us on our Facebook or LinkedIn account we are eager to help you.
- Tuesday, February 25, 2025
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