Launching a new conference

“We are back – stronger and better!” or something similar seems to be the global mantra of 2022. The meetings industry is no exception, and everywhere you turn people are coming together in a physical or hybrid environment.

While the adage “content is king” is essential to start any conference, there are many other variables that are equally important when launching or relaunching an event. Alexander John, business director of Geneva-based global event and marketing agency, MCI Group, shares three important stages for event managers launching or restarting a business event.

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Three steps to launch or restart a conference

It's one thing to announce a conference, but relaunching or initiating a new conference requires extra focus. Before you start, it is important to be intentional to manage the risks and ensure a successful new event for years to come.

Objective setting

Spend some time identifying the conference objectives, high-level theme, and target audience. This step will also involve deciding whether the conference needs to make a profit or break even, determining draft format, location, dates and target attendance numbers.

For example, if the conference is created to educate policy makers on new research which requires policy changes, government officials are an important target audience. Their availability should be considered when choosing the location and dates.

Market research and risk mitigation

Conducting research at the start of the process is vital to ensure the best opportunity for success. At a minimum, your research should focus on the following parameters:

Potential revenue sources and fundraising viability assessment and plan. Review feedback from the market (commercial and non-commercial) as part of planning and decision-making. This step may also lead to identifying new revenue opportunities, such as incorporating a specific theme to lead to new revenue opportunities
Competitive landscape of similar events. Be aware of competing events hosted too close together and have a clear point of difference in mind when approaching partners, sponsors and delegates
Review parameters relevant to the market, such as taxation laws, labour laws, climate, health and biohazards, and socio-political influences that could have an impact on the meeting
Review your research and use it to finalise your budget. Using a score card or SWOT analysis will help determine the feasibility of the meeting.

It’s a go

Once you have sufficient visibility of the opportunity, it's time to launch your meeting. Give yourself enough time to organise and deliver the event, prioritising the steps below to get started:

Branding and identity of the meeting
Project planning and scheduling, including timelines to launch and execute the conference
Marketing strategy
Sustainability opportunity plan
Continuity and legacy of the meeting.