8 Key Steps for Successful International Conference Event Planning

Planning and organizing an international conference event can be an overwhelming task. However, with proper planning and preparation, it can be a highly successful event. As a cutting-edge event management company in Kenya, MediaForce has vast experience in event planning and management. In this article, we will take you through the essential steps required when preparing to organize and host an international conference, bringing together participants from different countries.

1. Get the right Conference Venue/Location

When planning a conference event, the venue is a crucial aspect. When choosing a location, consider the accessibility, capacity, and amenities available. Look for a venue that is easy to locate, has ample parking space, and is equipped with modern facilities like high-speed internet and audiovisual equipment. Nairobi, like all other cities in the world, has stubborn traffic snarl-ups at peak times. As such it is important to have this in mind when picking your venue. Also, consider the number of guests you expect to attend and ensure that the venue can accommodate them comfortably.

2. Accommodation for International Invitees

When settling on your conference event venue, the convenience of guests is a key consideration. International invitees may require accommodation during the conference. Your best bet would be to have both the meeting and accommodation in the same location to reduce logistical implications. Alternatively, look for hotels that are conveniently located near the conference venue and offer comfortable rooms with modern amenities. Negotiate special rates for your guests to help them save on costs.

3. Airport Transfers for International Travellers

Providing airport transfers for international travellers can be a great way to make them feel welcome and appreciated. Hiring a reliable transport service that can pick up your guests from the airport and drop them off at their respective hotels is a good approach to this. The alternative would be to have them request a hailing cab service such as Littlecab, Uber or Bolt taxi services upon arrival at the airport.

4. Craft an Event Program

A well-planned event program is essential to keep your guests engaged and informed. This should be done very many weeks in advance to ensure that you’ve covered all potential outcomes. Create a detailed schedule that outlines the different sessions and activities during the conference. Allocate sufficient time for breaks, meals, and networking opportunities.

5. Plan for or hire a Master of Ceremony

A Master of Ceremony (MC) is an essential part of any event. This can be one member of your team who is charming, energetic and has a way with words. Hiring a professional MC who can keep the program flowing smoothly, engage the audience, and make announcements is an easier way out as well. Having an MC ensures that the participants can focus on the actual content of the event as opposed to the order of items on the agenda.

Joy Doreen Biira moderating theDubuy.com B2B Marketplace Relaunch in Nairobi

6. Get your Event Location Branding right

Branding the event location is an excellent way to create a memorable experience for your guests. Use branded banners, backdrops, and signage to create a cohesive and professional look. For an international event, you can as well go as far as creating a custom logo for the event, that matches the title or theme of the event.

7. Event Photography and Videography

Capturing the event through photography and videography is essential to create lasting memories and for reporting and marketing purposes. Hire a professional photographer and videographer to document the conference. These photos may not only be useful for your reports but also your digital communications purposes.

MediaForce documenting the International Women’s Day 2022 conference

8. Meals and Refreshments

When choosing the venue for your event, most conference and meeting locations provide elaborate menus. Providing quality meals and refreshments throughout the conference to keep your guests energized and motivated is an important consideration. It is important to work with a hotel or conference provider that can provide a variety of options to cater to different dietary requirements.

In conclusion, planning and organizing an international conference event requires careful planning and execution.

Are you gearing up to organize and host an international conference that will bring together participants from different countries? At MediaForce, we have a team of experienced event planners and managers who can handle all the logistics of your conference. Contact us today for professional event planning and management services.