Planning a successful association conference comes with its own set of unique challenges.
From navigating budget constraints and selecting the perfect venue to keeping attendees engaged and integrating the right technology, the path to a triumphant event can be daunting.
Not to mention, ensuring compliance with legal and accessibility requirements adds yet another layer of complexity.
It can feel overwhelming!
At Edith Macy Center, we understand these hurdles and are here to help.
In this post, we’ll share a few tips and insights from Patti Caulfield, Sales Manager, to tackle these challenges head-on, ensuring your association conference not only meets but exceeds expectations.
Ready to turn your vision into victory? Let’s dive in!
How to Plan a Successful Association Conference
Defining Clear Objectives
The first step in planning a successful association conference is defining clear objectives.
According to Patti, many associations aim to gather information, find solutions, and plan for their future goals. The goal is to move away from the virtual world and provide a space for meaningful, face-to-face interactions.
“Most of the time when we have people coming here to Edith Macy Center, we'll find that they want to have everybody come together because they haven't been together ever,” she says. “A lot of companies haven't met together; they've been on Zoom calls, and they've been on team calls, so their objective is to really gather the team together, break bread together, and build together.”
Budget Considerations
Budgeting is a critical aspect of event planning, and associations are no exception.
Patti emphasizes the importance of financial responsibility: “From a company standpoint, associations want to ensure they are getting value for their money. This includes meals, guest rooms, transportation, and all necessary amenities.”
Edith Macy Center offers comprehensive packages that cover all these aspects, ensuring that your budget is managed efficiently without compromising on the quality of the experience.
Selecting the Right Venue
Choosing the right venue is pivotal to the success of your conference. Patti advises looking for a venue that aligns with your vision and meets your specific needs.
“You need to look for a venue that is giving you all of your visions that you've put together," Patti notes. "We want our team to leave the location with specific expectations, and it's crucial to find venues that can deliver or exceed those expectations."
At Edith Macy Center, we pride ourselves on our ability to tailor our services to meet the unique needs of each association, providing an environment conducive to achieving their goals.
Advance Planning
Timing is everything when planning a conference.
Patti suggests that associations start planning at least six months to a year in advance. Early planning allows for better venue selection, more flexible budgeting, and a smoother overall process.
“The further out you go, the more options you will have," she says. "The shorter runway you have is going to limit you, which in some cases is going to jeopardize your budget, jeopardize your locations, and jeopardize how you're going to get there.”.
An Edith Macy Success Story
One of the standout success stories at Edith Macy Center involved an association that had been using a different venue for years. When their usual venue was unavailable, they turned to us.
“From the time they first spoke to us to the time they did their first experience with us, they voiced how we exceeded their expectations in terms of planning, details of the event, and service,” Patti recalls.
The group had specific needs, including extensive AV requirements, numerous presentations, and poster sessions. Our team dove in and ensured everything was perfect, resulting in a highly successful conference. The association has returned to us every year since.
Conclusion
Planning a successful association conference requires clear objectives, a well-managed budget, a suitable venue, and ample advance planning.
At Edith Macy Center, we are dedicated to helping associations achieve their goals by providing an exceptional environment and unparalleled service. Our inclusive meeting packages make life easier and more convenient for meeting planners.
Whether you are gathering to strategize, team-build, or simply connect in person, we are here to ensure your conference is a resounding success.
Have questions? Reach out to us below.