First conferences

Written by SIGNÉCO. Posted in Actualités

Join our free online conferences every Thursday at 2 PM. We present the steps to join the network and the issues that led us to create this portal, which paves the way for "valuing efforts." A particular focus will be given to explaining resource consumption calculations and the profitability of devices. It is also a time for discussion and listening about resource-efficient housing.

On paper, it's easy to plan a conference, usually translating to: "I'll prepare a nice PowerPoint and it will work!" However, a conference is not just a narrative content. It's a myriad of things to plan. To give you an idea of the work involved and to highlight the issue of its cost, here is a summary of the approach to consider.

Organizing an online conference requires meticulous preparation to ensure the event's success. Here are the key steps to plan in advance:

1. Define Objectives and Target Audience

  • Objectives: Clarify the objectives of the conference (education, training, product launch, networking, etc.). In our case, the professionals in the hospitality industry who use our services.
  • Target Audience: Identify who our target audience is and their expectations. In our case, these are people interested in testing resource-saving devices.

2. Choose a Conference Platform

  • Options: Zoom, Microsoft Teams, Google Meet, Webex, etc. We chose to work with Discord.
  • Features: Ensure the chosen platform has the necessary features (chat, Q&A, polls, screen sharing, recording). Discord offers a wide range of services without the need for an account with a specific provider.

3. Content Planning

  • Agenda: Create a detailed agenda with specific timings.
  • Speakers: Identify and invite the speakers. Confirm their availability and technical needs.
  • Presentations: Prepare the presentations and visual aids in advance.

4. Registration and Communication

  • Registration Page: Create a registration page with all necessary information (date, time, connection link).
  • Promotions: Use social media, emails, and newsletters to promote the conference.
  • Reminders: Send reminders to registered participants before the event.

5. Technical Preparation

  • Equipment: Ensure all speakers have a good internet connection, quality microphones, and webcams.
  • Tests: Conduct technical tests with all speakers to check audio and video quality.
  • Backup Plan: Prepare a backup plan for technical issues (connection failure, sound problems, etc.).

6. Interaction and Engagement

  • Moderators: Appoint moderators to manage questions and interactions with the audience.
  • Polls and Q&A: Prepare polls and Q&A sessions to maintain engagement.
  • Chats: Master Discord's features to enable real-time interactions.

7. Logistics and Support

  • Recording: Decide if you will record the conference for later distribution.
  • Technical Support: Have a technical support team available during the event.
  • Documentation: Prepare and share useful documents with participants (agenda, speaker bios, presentation materials).

8. Post-Conference

  • Feedback: Send satisfaction surveys to participants to gather feedback.
  • Analysis: Analyze participation data and feedback to improve future events.
  • Follow-Up: Send thank-you notes and follow-ups with conference recordings and other relevant resources.

Final Checklist

  1. Before the Event:

    • Define objectives and target audience.
    • Choose the conference platform.
    • Plan content and confirm speakers.
    • Create the registration page and promote the event.
    • Conduct technical tests and prepare equipment.

  2. During the Event:

    • Manage registration and participant entry.
    • Ensure smooth presentation flow.
    • Maintain engagement with polls, Q&A, and chats.
    • Provide real-time technical support.

  3. After the Event:

    • Send satisfaction surveys.
    • Analyze feedback and participation data.
    • Share recordings and additional resources.
    • Thank participants and speakers.

By following these steps and ensuring each aspect is well covered, we can organize a successful and engaging online conference for all participants. However, you will understand why some of our conferences cannot be free due to the significant preparatory work and technical means required for their execution.