Organize a conference with a ticketing platform

The conference is very popular with the public, associations and businesses. Organizing a conference is a complex and rigorous job. Here we present some recommendations to consider to facilitate the establishment of such an event in particular by using a ticketing platform.

Conference formats

Businesses and associations benefit from being recognized for their ideas. The organization of conferences can be a powerful communication tool for the public, investors or even public authorities.

While some organizers wish to include a conference in the course of a day dedicated to their organization, others will prefer to offer a thematic moment and accompany it with a series of workshops or even integrate it into training days.

That is why it is imperative to choosing the right format according to your program and your audience. The format is generally as follows:

• The keynote : conference or opening speech of an event that may include several speakers (the keynote is a specialty ofApple),
• The lightning talk : flash format of about 5 minutes, allows several speakers to be linked together on various topics,
• The short talk : short for 15 to 20 minutes, addresses a subject on the surface and leaves room for discussion with the public,
• The classic format : conference lasting 40 minutes to 1 hour, allows you to go deeper into a subject,
• The long conference : longer than one hour, riskier because it is more difficult to keep the audience's attention.

The organizers will take into account the time of the day, the diversity of their audience but also their budget to choose the ideal format.

Choice of subject and speaker

Defining the subject of the conference and finding a speaker are not the easiest tasks.

Here are some questions organizers ask to help them narrow down their choices:

• What audience? professionals, collaborators, sponsors, customers, public...
• What opportunity? General Assembly, meetings, conferences, festivals, festivals, opening of an exhibition, inauguration of a place...
• What framework? formal or informal, public or private, filmed, rebroadcast...
• What message? the choice of the subject will be a reflection of your organization, whatever it may be.

The choice of the speaker will be decisive in terms of the quality of the message and its reception.

Organizers are not limited to choosing a speaker. A good speaker can be a professional, an entrepreneur or one of your employees, whose reputation or skills no longer need to be proven. However, we recommend that organizers check social networks (Facebook, LinkedIn, Twitter) to see how this potential speaker interacts with their audience. On the other hand, do not hesitate to search YouTube, for a recording or a podcast to assess the quality of your work.

In fact, in a first exchange, you could ask him the following questions:

• What is his favorite format?
• How does he plan to approach his subject? The problem?
• How does he organize his conferences? Exchanges with the public?
• Finally, what are its availability? Can he stay for a meal or a cocktail with his audience?

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A ticketing platform for managing a conference

While the conference often attracts the interest of participants, organizers know that it is vital to disseminate information early and clearly in order to have a fair participation rate.

Indeed, the conference has a significant cost (travel and remuneration of the speaker, rental of the venue and equipment, communication...). It also faces the organizational difficulties of any type of event (information, registration, various unpredictability).

THEuse of an online ticketing platform will simplify the management of registrations but also its distributionn:

• The creation and sale of tickets

The organizers may offer several types of tickets that will include other activities (meals, workshops...). Some organizations, such as TED conferences, also offer tickets”Early Bird”. These pre-sales at preferential rates are intended for participants who book their tickets several weeks in advance. As a result, this pricing strategy allows organizers to ensure that a good portion of their seats is sold in advance.

• Broadcast channels

By using a platform of online ticketing such as Wilout, an organizer can quickly generate a mini-sales site or integrate a reservation/marketing module on your site. La multi-channel broadcast is a strategy that promotes communication and registrations.

• Enrollment management

Whether paid or free, encouraging participants to register for your conference allows you to Check the occupancy rate and therefore the profitability of the event. For example, the organizer may decide to renegotiate the size of the room reserved for the big day.

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Finally, some ticketing solutions provide a free smartphone application, which will allow organizers to control access.

Organizers know it, setting up a conference is not easy. But, we are sure, use a online ticketing platform facilitates an important part of the work that awaits them.