Your Telegram-chat comes in handy at this stage, but you can also collect feedback in person. Print out small questionnaires in advance, hand them out to guests before the official end, and ask them to fill them out.
Make a board for feedback (it can be sheets of wattan with a heading), and leave felt-tip pens and pens next to it. It’s low-informative, but people like it.
The speaker may drop you an unreadable presentation five minutes before it comes out. Be prepared to move the presentation on the schedule, and in the meantime find someone who will work with the author to bring the presentation to a better look.
The speaker didn’t show up. It’s good if you find out about it 15 minutes before his presentation. Same trick: Move above the other speakers, or announce to guests that there will be more time for networking.
There will always be things that get out of hand. Try to accept that, give up early – there’s plenty more to do.
It’s best to do this a month before the event. Don’t neglect the design and ask a designer to help.
In the meeting, specify the place and time of the start, the topic of the conference, who it will be useful to. Before inviting people, make at least three posts, remembering to accompany them with pictures:
Write basic information about the event. Don’t be afraid to repeat yourself and tell what’s going on here in general.
Talk about the organizers, i.e. your company.
Again, write briefly about the event, invite people to join and ask for reposts.
In addition, in each post, you should give a link to the registration form. The number of people who sign up is usually closer to the number of actual guests than the number who check in at the meeting.
In the fields on the form, ask for the person’s first name, last name and occupation, phone number, and email address. Be sure to state on the form why you are asking for a phone number. There’s a non-obvious tip: you can send them a reminder text message a day or two before the meeting. It’s not hard to do, and the likelihood that the message will be read is high.
Once you have collected the participants’ emails, you can do a mailing list after the event: attach links to presentations and useful materials from the speakers. This will give a plus 50 to the PR of your company, because you have sent useful content.
Look for public relations admins you know, who might repost your conference post. Write to other IT companies and the organizers of similar events in your city. Don’t be shy – if they refuse you, you won’t lose anything, and your doubts will only steal your time.
Do you have a list of speakers? Great! Tell us about them in the group. About each speaker – a separate post with his pre-agreed photo, a link to his social networking profile, the story about him and his report. Remind your readers that this person can be heard at your conference on such-and-such date, and include the link to register.
Another way to spread the word about the event and encourage discussion is to start a Telegram feed or chat room. It’s convenient for communicating after the event, distributing the promised materials and collecting feedback. It’s also easier for participants to contact you directly.
To find cool speakers for an IT-conference is not an easy task, because media persons known to a wide range of people can be uninteresting for the IT-community and good experts often have problems with public speeches. The task of an organizer is to avoid boring speeches and lecturers, who appear at all conferences with the same material, as well as not to run into specialists on “successful success”.
The best option is to call speakers that you know personally or have seen in action. Work with those who know how to “ignite” the audience and can prepare a “factual” report with insights from personal experience and figures. Another option – celebrity speakers, top managers of the largest companies, representatives of Western IT-giants.
The ideal speaker for an IT conference works in a company with a modern technological stack, is published on industry portals, has at least some experience in public speaking (spoke at mixups, business breakfasts), is deeply immersed in the subject, follows the news agenda and knows what the IT-community is concerned about.
There are a lot of requirements, but there are enough specialists on the market who meet them. And do you know what the secret is? You do not have to look for such speakers: if your event is known in the community, they will start to come to you with proposals, you just need to raise the whistle.
But even if you do not have a reputation, you can find options. In addition to the main stage they made barcamps – platforms for performances, which are in no way moderated by the organizers. Perform whoever you want.
This self-regulating system has worked perfectly for 8 years: at barcamps an interesting program is formed and participants are happy to listen to colleagues from the industry. A good report and an interesting presentation – and the speaker will be listened to. And if he came to get publicity, the participants will go to do other things, as there are many other activities going on in parallel.
This is now the organizers are so boldly throwing around advice, but when they launched the conference for the first time, they were not so self-confident. So when they came up with something new and implemented it, then they were sure to ask participants: Did it work?
Don’t be afraid to experiment: even unsuccessful ideas will be at least a good experience or an adventure. And don’t be afraid of criticism: you can find a lot of interesting insights in the negativity. And most importantly, analyze and try not to repeat your mistakes – this will be a solid application for success and will ensure your respect in the community.
Keep the promises you made to event guests. Promised photos and videos? Shake them off the photographer and cameraman, and once you’ve shaken them off, post them. If during the speech, the speaker promised the audience to post something in the group, send, remember, give a link – remind the speaker and post it yourself. Treat his promise as your own, protect your reputation as an organizer.
Ask your guests to leave a review on social networks. Reach out to loyal attendees. You can post a Google form in the group with a small questionnaire.
Drinking water and cups should be readily available. If there will be a break and a tea break, prepare a table: tea, coffee, spoons, sugar, cups, a kettle with hot water or a cooler with heated water.
Prepare some pens and pieces of paper – guests often want to write something down, but forget to bring stationery.
Take care of company property. If there is equipment, smartphones and valuables of employees, they should be put away in advance in a room that is locked and only the organizers can get into it. It will be unpleasant if expensive test devices go missing after the event.
Check that the equipment is available and working.
Place the lounge area and food area in a separate room so that those who want to listen to presentations do not interfere with those who want to socialize. And vice versa.
To make guests feel comfortable, make sure the room is tidy: trash cans are there, they are empty and in sight, there is enough paper in the restrooms, and the office is not stuffy.
Prepare the navigation – show signs showing how to find you if you can get lost in the corridors. In the room itself, show where the restrooms, tea table, and smartphone chargers are. Print out the event schedule, leave it or hang it up in strategic places, such as at eye level in the restroom – guests will appreciate the resourceful UX. Explain where you can smoke.