What are effective strategies for managing multiple vendors during conference planning?

Managing and coordinating multiple vendors is a crucial aspect of successful conference planning. Here are some effective strategies to ensure smooth collaboration and execution: Centralized Vendor Management System: Implement a digital platform to track all vendor information, contracts, and communications in one place. This ensures easy access to crucial details and streamlines the coordination process. Clear Communication Channels: Establish dedicated communication channels for each vendor category (e.g., catering, AV, decor). This could include group chats, email lists, or project management tools to keep everyone informed and aligned. Detailed Timelines and Schedules: Create comprehensive timelines that outline each vendor's responsibilities, deadlines, and on-site schedules. Share these with all parties involved to ensure everyone is on the same page. Regular Check-ins: Schedule periodic meetings or calls with key vendors to discuss progress, address concerns, and make necessary adjustments. This proactive approach helps prevent last-minute issues. Vendor Coordination Team: Assign specific team members to liaise with different vendor groups. This ensures focused attention and builds stronger relationships with each supplier. Contingency Planning: Develop backup plans for critical services in case of vendor issues or no-shows. Having alternatives ready can save time and stress during the event. On-site Command Center: Set up a centralized location at the venue where vendors can check in, receive updates, and address any immediate concerns during the event. Clearly Defined Roles and Expectations: Provide each vendor with a detailed scope of work, including specific responsibilities, quality standards, and performance expectations. Vendor Familiarization: Organize a pre-event walkthrough or virtual tour for all vendors to familiarize them with the venue layout, loading docks, and other logistical details. Post-event Evaluation: Conduct a thorough review of each vendor's performance after the conference. This information is valuable for future event planning and vendor selection. Implementing these strategies can significantly improve vendor management and coordination, leading to a more seamless and successful conference experience. Remember, effective communication and meticulous planning are key to managing multiple vendors efficiently.

What are innovative strategies to engage conference attendees throughout the entire event lifecycle?

Engaging conference attendees before, during, and after the event is crucial for creating a memorable and impactful experience. Here are some innovative strategies to boost engagement throughout the conference lifecycle: Before the Conference: Virtual Reality (VR) Venue Tours: Offer immersive 360-degree tours of the conference venue to build excitement and help attendees plan their experience. Gamified Pre-Event Challenges: Create online quizzes or challenges related to the conference topics, with winners receiving special perks during the event. AI-Powered Networking Matchmaking: Utilize artificial intelligence to suggest potential connections based on attendees' profiles and interests before the event. Interactive Conference App: Launch a mobile app with features like personalized agendas, speaker bios, and a social feed to encourage pre-event interactions. During the Conference: Live Polling and Q&A Platforms: Implement real-time audience response systems to make sessions more interactive and gather instant feedback. Augmented Reality (AR) Experiences: Create AR-enhanced name badges or venue maps to provide additional information and foster connections. Innovative Session Formats: Incorporate unconventional formats like 'speed networking', 'hackathons', or 'escape room' style problem-solving sessions. Social Media Walls: Display curated social media posts using event hashtags on large screens throughout the venue to encourage online engagement. Virtual Reality (VR) Product Demonstrations: Allow sponsors to showcase products or services in immersive VR environments. After the Conference: On-Demand Content Hub: Provide access to recorded sessions, additional resources, and exclusive post-event content through a dedicated online platform. Virtual Networking Continuation: Host regular online meetups or webinars to keep the community engaged and continue discussions. Personalized Follow-up Emails: Send tailored emails with session summaries and recommended resources based on each attendee's interests and attendance. Community-Generated Content: Encourage attendees to share their key takeaways, implementation stories, or case studies on a dedicated platform. Micro-Learning Opportunities: Offer bite-sized learning modules or challenges related to conference topics to reinforce learning and maintain engagement. By implementing these innovative engagement strategies, conference planners can create a more immersive, interactive, and valuable experience for attendees. This approach not only enhances the overall event satisfaction but also increases the likelihood of continued engagement and future attendance. Engagement Phase Key Benefits Pre-Conference Builds anticipation, facilitates early networking, and allows attendees to personalize their experience During Conference Enhances learning, promotes active participation, and creates memorable experiences Post-Conference Extends the event's value, fosters ongoing community building, and reinforces key learnings Remember, the most effective engagement strategies are those that align with your conference's objectives, audience preferences, and technological capabilities. Always gather feedback and analyze data from each event to continuously refine and improve your engagement tactics for future conferences.

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Schach zu Dritt | Gesellschaft für Kommunikation mbH
4.8
(10 reviews)
Euer Luftschloss ist unsere Hüpfburg
Recommended
Wir sind „Schach zu Dritt“, ein kreatives Powerhouse aus Berlin für smarte und moderne Kreation, nachhaltige Markenkommunikation und innovative Veranstaltungskonzepte. Unter dem Motto “Euer Luftschloss ist unsere Hüpfburg” lässt das 15-köpfige Team mit viel Leidenschaft, Kreativität, Strategie, Ehrgeiz und Empathie, Kundenwünsche mit einer gewissen Portion Extravaganz wahr werden. Wir verfolgen langfristige Ziele und wollen gemeinsam mit unseren Kunden*innen ein positives Momentum erzeugen. Lasst uns einander kennenlernen!
Looking for work in Conference Planning
Located in Berlin, Germany
From €1,000 for Conference Planning
Worked in Industrial Goods & Services (+19)
Speaks English, German
11-50 members
WEEVUP
4.9
(26 reviews)
L'AGENCE CRÉATRICE D'ÉMOTIONS DURABLES
Weevup, l'agence événementielle créatrice d'émotions durables ! Notre agence s'adresse aux entreprises audacieuses qui souhaitent marquer leurs collaborateurs en organisant des événements mémorables, soigneusement conçus et répondant aux normes éco-responsables actuelles ! Préparez-vous à être transportés dans un monde où chaque détail compte. Chez Weevup, nous concevons vos événements de A à Z en accordant une importance primordiale à l'art de raconter une histoire à travers chaque moment. Notre créativité et notre talent pour le storytelling donneront vie à une expérience extraordinaire. Dynamique et proactive, Weevup est à l'affût des dernières tendances pour vous offrir des activités, des lieux et des prestations au plus près de vos besoins. Chez Weevup, nous savons que l'attention portée à l'impact de nos événements est essentielle. C'est pourquoi, au sein de chaque proposition se trouvent des alternatives éco-responsables afin de sensibiliser nos clients à l'impact de l'organisation d'événements, et de pouvoir leur laisser le choix des prestations qui correspondent à leurs valeurs. L'agence est experte dans le secteur événementiel et propose d'organiser une large gamme d'événements : des séminaires dynamiques, des team building palpitants, des lancements de produits/marques époustouflants, des cocktails d'entreprise mémorables, des afterworks inoubliables, des conventions inspirantes et des journées d'étude enrichissantes. Le conseil et la stratégie font également partie intégrante de notre quotidien. Notre expertise et notre passion se mettent au service de chacun de vos événements pour les rendre uniques et à votre image. Et voici notre atout secret : un weever expert et bienveillant qui est à vos côtés dès le premier briefing jusqu'au jour de l'événement. Il est responsable de la logistique, de la coordination des partenaires et du bon déroulement de l'événement, pour que vous puissiez profiter pleinement de chaque instant. Préparez-vous à vivre des émotions intenses et à créer des souvenirs impérissables avec Weevup, l'agence événementielle qui sait comment rendre chaque événement magique !
12 works in Conference Planning
Located in Saint-Germain-en-Laye, France (+1)
From €1,000 for Conference Planning
Worked in Banking & Financials (+29)
Speaks French, English(+1)
11-50 members
Fivekit
4.8
(6 reviews)
Crafting captivating stories in motion
Fivekit is a creative agency based in Berlin , Germany, that specializes in crafting visually stunning and emotionally engaging video content and event experiences that tell your unique story. We believe in the power of storytelling , and our team of experts has extensive experience in creating videos, from 3D to 2D animations, and event experiences that are tailored to meet your unique needs and goals. We also offer comprehensive social media strategies that align with your business objectives, so you can reach your target audience effectively. Our full-service approach to video production means that we take care of all aspects of your project, from pre-production to post-production. We storyboard, script, cast, film, animate, edit, and design sound, SFX, VFX, and color grading, ensuring your message reaches your audience in a way that leaves a lasting impact. At Fivekit, we are passionate about storytelling that connects with people emotionally. We have had the privilege of working with top brands, including PayPal , Nike, mobile.de , Liebeskind , Cisco , Hertha BS C, DB , Axel Springer , and upday . Our team's expertise and experience ensure that we can bring your story to life in the most effective and creative way possible. Whether you're looking to promote a new product, share your brand's message, or create a memorable event, Fivekit has the expertise and experience to help you. We strive to create a friendly and approachable environment where we listen carefully to your ideas and work with you to create something truly special.
Looking for work in Conference Planning
Located in Berlin, Germany
From €5,000 for Conference Planning
Worked in Sports (+6)
Speaks English, German
11-50 members
eventkraft
5
(4 reviews)
Dedicated to crafting experiential events and digital products that people remember.
From product launches to large-scale celebrations, we create brand experiences that build genuine connections. Every touchpoint is strategically designed to drive stronger adoption among attendees. We integrate culture, strategy, and design under one roof and help businesses create value for their teams and audiences by offering a personalized journey, from concept to launch. We craft experiences from the inside  out, storyboarding user journeys to  designing events and digital experience. Our expertise spans corporate events, government initiatives, concerts, festivals, and large-scale productions. With a foundation in Istanbul, Turkey, we’ve extended our reach to collaborate with clients in the UAE and beyond.
Looking for work in Conference Planning
Located in Beşiktaş, Turkey (+1)
From €3,000 for Conference Planning
Worked in Software & Computer Services (+6)
Speaks English, Arabic(+1)
11-50 members
Cinethic
5
(4 reviews)
Votre Vision, Notre Passion, Générer du Succès.
Recommended
Avec près de 30 années d'expérience dans l'organisation d'événements d'entreprises, CINETHIC se distingue en vous offrant bien plus qu'une simple expertise. ‍ Nous bâtissons avec nos clients une véritable relation de proximité, fondée sur l'écoute attentive et la confiance mutuelle. Notre engagement se traduit par une approche méticuleuse visant à personnaliser chaque détail, faisant de chaque opération des moments inoubliables, uniques et authentiques. Notre équipe de créatifs passionnés s'efforce de garantir des événements "sur-mesure" qui reflètent votre vision. Toujours "force de proposition" en matière de choix de lieux et d'animations, ce qui vous permet de vous démarquer de manière exceptionnelle. Notre approche ne se limite pas à l'organisation d'événements, nous croyons en la magie de l'harmonie, en fusionnant les temps forts émotionnels, les moments de partage authentique et les réflexions stratégiques. C'est cette synergie entre vos objectifs et la logistique qui nous pousse à vous offrir le meilleur service possible, tout en laissant une empreinte durable dans le cœur de vos participants. Vos événements ne sont pas simplement planifiés, ils sont conçus pour transcender vos attentes et créer des souvenirs qui dureront toute une vie.
1 work in Conference Planning
Located in Paris, France
From €1,000 for Conference Planning
Worked in Software & Computer Services (+9)
Speaks English, French(+1)
1-10 members
Walther Kranz
5
(4 reviews)
Ideas. Content. Results.
Top awarded
Walther Kranz is a boutique communications agency specializing in strategic PR,, and event management. With a focus on tailor-made, high-impact solutions, the agency serves brands across various industries, helping them navigate complex markets and build meaningful connections with their audiences. Operating through offices in Istanbul, Dubai, and Baku, Walther Kranz combines local expertise with a global perspective: 📍 Istanbul Office (Cihangir) – The agency’s founding office, located in the heart of Istanbul’s vibrant creative district, serves as a hub for strategic communications, media relations, and content creation. 📍 Dubai Office – The newest addition and the headquarters for global operations, focusing on expanding international client portfolios, digital strategies, and market positioning across the MENA region. 📍 Baku Office – Strengthening the agency’s footprint in the Caspian region, this office provides localized PR, corporate communication, and branding support tailored to regional business landscapes. Supported by a dedicated team of over 50 professionals, Walther Kranz delivers customized, innovative, and results-driven communication strategies, positioning itself as a trusted partner for brands seeking excellence and influence.
Looking for work in Conference Planning
Located in Dubai, United Arab Emirates (+2)
From €1,000 for Conference Planning
Worked in Entertainment & Events (+3)
Speaks English, Arabic(+2)
11-50 members

All Conference Planning Services

WEEVUP
4.9
(26 reviews)
L'AGENCE CRÉATRICE D'ÉMOTIONS DURABLES
Weevup, l'agence événementielle créatrice d'émotions durables ! Notre agence s'adresse aux entreprises audacieuses qui souhaitent marquer leurs collaborateurs en organisant des événements mémorables, soigneusement conçus et répondant aux normes éco-responsables actuelles ! Préparez-vous à être transportés dans un monde où chaque détail compte. Chez Weevup, nous concevons vos événements de A à Z en accordant une importance primordiale à l'art de raconter une histoire à travers chaque moment. Notre créativité et notre talent pour le storytelling donneront vie à une expérience extraordinaire. Dynamique et proactive, Weevup est à l'affût des dernières tendances pour vous offrir des activités, des lieux et des prestations au plus près de vos besoins. Chez Weevup, nous savons que l'attention portée à l'impact de nos événements est essentielle. C'est pourquoi, au sein de chaque proposition se trouvent des alternatives éco-responsables afin de sensibiliser nos clients à l'impact de l'organisation d'événements, et de pouvoir leur laisser le choix des prestations qui correspondent à leurs valeurs. L'agence est experte dans le secteur événementiel et propose d'organiser une large gamme d'événements : des séminaires dynamiques, des team building palpitants, des lancements de produits/marques époustouflants, des cocktails d'entreprise mémorables, des afterworks inoubliables, des conventions inspirantes et des journées d'étude enrichissantes. Le conseil et la stratégie font également partie intégrante de notre quotidien. Notre expertise et notre passion se mettent au service de chacun de vos événements pour les rendre uniques et à votre image. Et voici notre atout secret : un weever expert et bienveillant qui est à vos côtés dès le premier briefing jusqu'au jour de l'événement. Il est responsable de la logistique, de la coordination des partenaires et du bon déroulement de l'événement, pour que vous puissiez profiter pleinement de chaque instant. Préparez-vous à vivre des émotions intenses et à créer des souvenirs impérissables avec Weevup, l'agence événementielle qui sait comment rendre chaque événement magique !
12 works in Conference Planning
Located in Saint-Germain-en-Laye, France (+1)
From €1,000 for Conference Planning
Worked in Banking & Financials (+29)
Speaks French, English(+1)
11-50 members
Theoria
4.8
(18 reviews)
Communication, Marketing and Events
Highly recommended
Theoria è organizzata in 3 divisioni - Pubbliche Relazioni, Marketing & Eventi, Digital - che operano in sinergia per offrire ai Clienti supporto per progetti di comunicazione in grado di raggiungere e ingaggiare l'audience target in tutti i punti di contatto. I nostri servizi spaziano dalle pubbliche relazioni all'organizzazione di eventi tradizionali e ibridi, dalla costruzione della brand identity alle campagne social e di influencer marketing. Grazie alle nostre diverse competenze, unite a una solida esperienza, possiamo offrire ai clienti una consulenza strategica che li aiuti a individuare i migliori strumenti per il raggiungimento degli obiettivi di business.
Looking for work in Conference Planning
Located in Milan, Italy
From €1,000 for Conference Planning
Worked in Media (+13)
Speaks English, Italian
11-50 members
OWLTHINK
4.8
(13 reviews)
Crafting Moments, Creating Memories !
Recommended
« Everything is Design » [ O w l t h i n k ] Studio is a creative studio that sets itself apart from others by its desire for detail. Moreover, speaking of the work, it is necessary to say that the studio has two main profiles: [Event & Graphic Design] . Mission ? Our focus is to create memorable brand experiences that connect with people. How ? Our aim is to help let businesses and unique ideas grow through design and creative thinking. Who are we ? Two friends, different knowledges, a Graphic Designer & an Event Designer Our vision // Help our clients to deliver THE message by creating, designing & implementing a new experience. Our wish // Build long term relationships, boost the client’s image and their business. Our devotion // Impossible doesn't exist, we create and develop every single event for you. We take care of all the aspects !
Looking for work in Conference Planning
Located in Grez-Doiceau, Belgium
From €1,000 for Conference Planning
Worked in Automotive (+16)
Speaks French, English
1-10 members
Schach zu Dritt | Gesellschaft für Kommunikation mbH
4.8
(10 reviews)
Euer Luftschloss ist unsere Hüpfburg
Recommended
Wir sind „Schach zu Dritt“, ein kreatives Powerhouse aus Berlin für smarte und moderne Kreation, nachhaltige Markenkommunikation und innovative Veranstaltungskonzepte. Unter dem Motto “Euer Luftschloss ist unsere Hüpfburg” lässt das 15-köpfige Team mit viel Leidenschaft, Kreativität, Strategie, Ehrgeiz und Empathie, Kundenwünsche mit einer gewissen Portion Extravaganz wahr werden. Wir verfolgen langfristige Ziele und wollen gemeinsam mit unseren Kunden*innen ein positives Momentum erzeugen. Lasst uns einander kennenlernen!
Looking for work in Conference Planning
Located in Berlin, Germany
From €1,000 for Conference Planning
Worked in Industrial Goods & Services (+19)
Speaks English, German
11-50 members
Eventic
4.8
(7 reviews)
International business events | Events for today's game changers
Eventic is an event- and concept agency based in Amsterdam, Berlin and Dubai. We organize events for international clients, such as conferences, meetings, incentive trips and customer events. We have the Dutch government and international automotive brands among our clients. We focus on adding that extra creative edge to corporate events, to make them just as exciting as private events. We also believe in providing the right international guidance, which we feel can be brought to a higher level in the event industry. Organizing an event abroad on your own can be challenging, so we are here to guide you.
Looking for work in Conference Planning
Located in Amsterdam, Netherlands (+1)
From €10,000 for Conference Planning
Worked in Marketing & Advertising (+12)
Speaks Dutch, Croatian(+5)
11-50 members
eventkraft
5
(4 reviews)
Dedicated to crafting experiential events and digital products that people remember.
From product launches to large-scale celebrations, we create brand experiences that build genuine connections. Every touchpoint is strategically designed to drive stronger adoption among attendees. We integrate culture, strategy, and design under one roof and help businesses create value for their teams and audiences by offering a personalized journey, from concept to launch. We craft experiences from the inside  out, storyboarding user journeys to  designing events and digital experience. Our expertise spans corporate events, government initiatives, concerts, festivals, and large-scale productions. With a foundation in Istanbul, Turkey, we’ve extended our reach to collaborate with clients in the UAE and beyond.
Looking for work in Conference Planning
Located in Beşiktaş, Turkey (+1)
From €3,000 for Conference Planning
Worked in Software & Computer Services (+6)
Speaks English, Arabic(+1)
11-50 members
SPRDLUX EVENTS
5
(3 reviews)
Event agency for corporate events - we operate worldwide
Recommended
SPRDLUX EVENTS is een full service evenementenbureau. We bedenken en organiseren events, meetings, incentives en congressen. Feesten waar nog lang over nagepraat wordt, zijn onze core business. We doen aan creatieve storytelling, terwijl we alle zintuigen prikkelen en uw gast onderdompelen in uw verhaal WE CREATE MEMORIES THROUGH EXPERIENCES De SPRDLUX focus ligt op service, kwaliteit en een ervaring creëren voor uw gasten. U kiest voor de totale ontzorging van uw event of u zet onze diensten in waar nodig. In nauw overleg bepalen we uw doelstellingen en in functie van uw budget zorgen we voor een gedetailleerd concept en plan. U kiest er voor om nauw betrokken te zijn bij de organisatie of juist niet. SPRDLUX EVENTS begeleidt en adviseert u bij elke stap. Bekijk ons werk en fijne reacties van klanten op onze website. Contacteer ons voor een vrijblijvend gesprek om te zien waar we u mee kunnen helpen. Ga voor niet minder dan superdeluxe! SPRDLUX EVENTS is a full service event agency. We organise events, meetings, incentives and conferences. Parties that will be talked about for a long time are our core business. We engage in creative storytelling, while stimulating all the senses and immersing your guest in your story WE CREATE MEMORIES THROUGH EXPERIENCES The SPRDLUX focus is on service, quality and creating an experience for your guests. You opt for the total care of your event or you use our services where necessary. We determine your objectives in close consultation and, depending on your budget, we provide a detailed concept and plan. You choose to be closely involved with the organization or not. SPRDLUX EVENTS guides and advises you every step of the way. Check out our work and great feedback from customers on our website. Contact us for a no-obligation consultation to see how we can help you. Go for no less than super deluxe!
Looking for work in Conference Planning
Located in Turnhout, Belgium
From €1,000 for Conference Planning
Worked in Real Estate (+8)
Speaks English, Dutch(+3)
1-10 members
Cinethic
5
(4 reviews)
Votre Vision, Notre Passion, Générer du Succès.
Recommended
Avec près de 30 années d'expérience dans l'organisation d'événements d'entreprises, CINETHIC se distingue en vous offrant bien plus qu'une simple expertise. ‍ Nous bâtissons avec nos clients une véritable relation de proximité, fondée sur l'écoute attentive et la confiance mutuelle. Notre engagement se traduit par une approche méticuleuse visant à personnaliser chaque détail, faisant de chaque opération des moments inoubliables, uniques et authentiques. Notre équipe de créatifs passionnés s'efforce de garantir des événements "sur-mesure" qui reflètent votre vision. Toujours "force de proposition" en matière de choix de lieux et d'animations, ce qui vous permet de vous démarquer de manière exceptionnelle. Notre approche ne se limite pas à l'organisation d'événements, nous croyons en la magie de l'harmonie, en fusionnant les temps forts émotionnels, les moments de partage authentique et les réflexions stratégiques. C'est cette synergie entre vos objectifs et la logistique qui nous pousse à vous offrir le meilleur service possible, tout en laissant une empreinte durable dans le cœur de vos participants. Vos événements ne sont pas simplement planifiés, ils sont conçus pour transcender vos attentes et créer des souvenirs qui dureront toute une vie.
1 work in Conference Planning
Located in Paris, France
From €1,000 for Conference Planning
Worked in Software & Computer Services (+9)
Speaks English, French(+1)
1-10 members
Bros Mastermind
5
(3 reviews)
Your Vision, Our Mission!
Recommended
About Us Established in 2012, Bros Mastermind specializes in delivering innovative event solutions and is committed to developing and executing cutting-edge marketing campaigns. Specialize in the innovative fabrication of full event setups, exhibition stands, displays, Mall podium activations, stages and immersive technology solutions, fit-outs, branding, wooden interior decoration, and steel fabrication. We provide a unique solution of innovative design and production from scratch, aiming to find the best balance between cost-effectiveness and utilizing the different raw materials according to your requirements and budget needs to make it happen. The unwavering commitment and quality service are facilitated by our profound team’s effort having a vast knowledge with their own uniqueness and experience in the field of technical, production, operation, and management in the event and fit-out industry. Our Mission To provide unique solutions of innovative fabrication cost-effective holistic approach utilizing different raw materials according to client requirements and budget needs. Our Vision To be a Leading event solutions provider and a supplier of choice in every industry we serve across UAE and GCC.
Looking for work in Conference Planning
Located in Dubai, United Arab Emirates (+1)
From €10,000 for Conference Planning
Worked in Food (+5)
Speaks English, Arabic(+2)
51-200 members
Walther Kranz
5
(4 reviews)
Ideas. Content. Results.
Top awarded
Walther Kranz is a boutique communications agency specializing in strategic PR,, and event management. With a focus on tailor-made, high-impact solutions, the agency serves brands across various industries, helping them navigate complex markets and build meaningful connections with their audiences. Operating through offices in Istanbul, Dubai, and Baku, Walther Kranz combines local expertise with a global perspective: 📍 Istanbul Office (Cihangir) – The agency’s founding office, located in the heart of Istanbul’s vibrant creative district, serves as a hub for strategic communications, media relations, and content creation. 📍 Dubai Office – The newest addition and the headquarters for global operations, focusing on expanding international client portfolios, digital strategies, and market positioning across the MENA region. 📍 Baku Office – Strengthening the agency’s footprint in the Caspian region, this office provides localized PR, corporate communication, and branding support tailored to regional business landscapes. Supported by a dedicated team of over 50 professionals, Walther Kranz delivers customized, innovative, and results-driven communication strategies, positioning itself as a trusted partner for brands seeking excellence and influence.
Looking for work in Conference Planning
Located in Dubai, United Arab Emirates (+2)
From €1,000 for Conference Planning
Worked in Entertainment & Events (+3)
Speaks English, Arabic(+2)
11-50 members
Jazzunique
5
(2 reviews)
Jazzunique turns brands into aesthetic experiences
Recommended
Top awarded
With the emotional power of dramaturgy, space, design and technologies, the creative minds from Frankfurt create impactful messages. For more authentic interaction between people, brands and products – real and digital.
Looking for work in Conference Planning
Located in Frankfurt, Germany
From €3,000 for Conference Planning
Worked in Software & Computer Services (+7)
Speaks English, German
51-200 members
Sine Marketing Agency
5
(1 review)
We Think Local
Sine is a marketing agency that provides comprehensive services in social media management, marketing campaigns, events, and television commercials (TVCs). Their offerings are tailored to help brands grow their visibility and engagement across various channels. Sine likely works on end-to-end campaign creation, strategic media placements, and content production, focusing on enhancing brand presence and audience reach through dynamic, creative approaches.
Looking for work in Conference Planning
Located in Kuwait City, Kuwait
From €1,000 for Conference Planning
Worked in Industrial Goods & Services (+5)
Speaks English, Arabic
11-50 members
DSIGN Branding
4.8
(5 reviews)
WE DON’T FOLLOW TRENDS, WE FORECAST WHAT’S NEXT.
WHO WE ARE DSIGN provides professional brand planning and execution for mainland customers to explore and expand in overseas markets. With plentiful cases experience and mature service models, we aim to give you the value you want. We also provide overseas customers with brand research and create models to open up the mainland market. With our keen insight into market trends, and design inspiration, we have achieved a good reputation and influence in the industry. We are committed to becoming an outstanding branding consultant company that helps clients to enhance their brands and create value. WE DON’T FOLLOW TRENDS, WE FORECAST WHAT’S NEXT. OUR 3D SERVICES Evolve Brand DNA Brand Consulting Brand Strategy Brand Research Brand DNA Content Creation Brand Voice Brand Naming Customer-Centric Brand Storytelling PR Strategy and Events Brand Design Design Thinking Logo Design Corporate Visual Identity Print Design Brand Photography & Videography Package and Print Design Advertising Branded Spaces & Wayfinding Digital Transformation Digital Marketing Website, Apps UI/UX Design & Development Social Media Management Immersive Digital Brand Experiences
Looking for work in Conference Planning
Located in Hong Kong, Hong Kong (+1)
From €1,000 for Conference Planning
Worked in Banking & Financials (+11)
Speaks English, Chinese(+3)
11-50 members
Markable
4.9
(8 reviews)
#MakeYourMark
Top awarded
We are a team of passionate professionals who believe that everything is possible if well planned and carefully executed . At Markable , consistency is key. Having a one-point contact for all marketing and sales-related engagements, we ensure you #makeyourmark Our team is dedicated to those tired of the humdrum campaigns and dull corporate functions. Fresher, faster-paced and driven by a clearer understanding of the future trends of the corporate world, we offer holistic services from scratch to final , from crowd-pleasing to experimental . Our services include: Corporate Events Exhibition Stands POS/POM A/V Services Marketing Materials Virtual Events Lead Generation [LinkedIn, Email, Google] Social Media Marketing Email Marketing To us, it’s all about loyalty , dedication and having a team that you can always rely on.
Looking for work in Conference Planning
Located in Dubai, United Arab Emirates (+1)
From €1,000 for Conference Planning
Worked in Beauty (+10)
Speaks English, Arabic
11-50 members
Fivekit
4.8
(6 reviews)
Crafting captivating stories in motion
Fivekit is a creative agency based in Berlin , Germany, that specializes in crafting visually stunning and emotionally engaging video content and event experiences that tell your unique story. We believe in the power of storytelling , and our team of experts has extensive experience in creating videos, from 3D to 2D animations, and event experiences that are tailored to meet your unique needs and goals. We also offer comprehensive social media strategies that align with your business objectives, so you can reach your target audience effectively. Our full-service approach to video production means that we take care of all aspects of your project, from pre-production to post-production. We storyboard, script, cast, film, animate, edit, and design sound, SFX, VFX, and color grading, ensuring your message reaches your audience in a way that leaves a lasting impact. At Fivekit, we are passionate about storytelling that connects with people emotionally. We have had the privilege of working with top brands, including PayPal , Nike, mobile.de , Liebeskind , Cisco , Hertha BS C, DB , Axel Springer , and upday . Our team's expertise and experience ensure that we can bring your story to life in the most effective and creative way possible. Whether you're looking to promote a new product, share your brand's message, or create a memorable event, Fivekit has the expertise and experience to help you. We strive to create a friendly and approachable environment where we listen carefully to your ideas and work with you to create something truly special.
Looking for work in Conference Planning
Located in Berlin, Germany
From €5,000 for Conference Planning
Worked in Sports (+6)
Speaks English, German
11-50 members
Vietnam Asia Event
5
(20 reviews)
Vietnam Asia Event - Leading Event Planning & Management Company in Vietnam.
Highly recommended
Contact: an.nguyen@vietnamgroup.asia - (+84)905 223 049 For urgent matters, please contact us via email or WhatsApp. Messages sent here may get lost. Thank you for your understanding! Vietnam Asia Event is a premier event planning and management company based in Vietnam. Specializing in corporate events, weddings, and large-scale productions, we deliver innovative, tailored solutions to ensure your event's success. With a team of experienced professionals and a commitment to excellence, we bring your vision to life, creating unforgettable experiences for both local and international clients.
Looking for work in Conference Planning
Located in Hải Châu, Vietnam (+1)
From €1,000 for Conference Planning
Worked in Entertainment & Events
Speaks English, Vietnamese
51-200 members
VATERBLUT - Agentur für prägende Kommunikation
4.8
(9 reviews)
Wir prägen die Welt der Kommunikation: Live - Hybrid - Digital - Nachhaltig
Highly recommended
Wir sind VATERBLUT. Seit Jahrzehnten schärfen wir Markenidentitäten und prägen die Welt der Livekommunikation. Roh. Angewandt. Kontemporär. Provokant. Ironisch. Nachhaltig. Wir lieben das digitale Leben so sehr wie die analoge Realität. Wir lieben die Kunst der perfekten Imperfektion. Wir lieben den Blick aufs Wesentliche und den kreativen Schaffensprozess. Wir sind weder simpel noch minimalistisch, kryptisch oder unzugänglich. Wir sind VATERBLUT. Agentur für prägende Kommunikation.
Looking for work in Conference Planning
Located in Berlin, Germany
From €1,000 for Conference Planning
Worked in Government & Administration (+7)
Speaks English, German
11-50 members
BACAAM | Comunicación
5
(15 reviews)
Agencia de comunicación. Gráfica, Web, Digital y Eventos. Generamos ideas para que vendas más.
Highly recommended
Profesionales curiosos, creativos y apasionados. Conjugamos el mundo off y el on. Nuestros principales compromisos son la innovación , la dedicación , el trabajo en equipo , la responsabilidad, el día a día y la pasión que le dedicamos a los proyectos de nuestros clientes. Consideramos que la comunicación es un concepto muy amplio con un objetivo muy claro: hacer llegar tu mensaje para mejorar la imagen de tu empresa. En BACAAM somos expertos en proporcionarte IDEAS PARA VENDER MÁS , tanto en el mundo físico como en el digital.
Looking for work in Conference Planning
Located in Madrid, Spain
From €1,000 for Conference Planning
Worked in Non-profit (+22)
Speaks Spanish, English
1-10 members
Tapioka communication
4.9
(16 reviews)
L'Agence de vos grands petits projets stratégiques et opérationnelles
Recommended
Tapioka est l'agence de communication de vos grands petits projets stratégiques et opérationnels. De la conception à la production nous vous accompagnons pour vous livrer clé en main des solutions sur-mesure. Agence créative à taille humaine, nous sommes au plus près de nos clients pour vous offrir de la réactivité et des solutions toujours inédites avec un interlocuteur décideur. Notre singularité : Allier les nouveaux usages et l'écoresponsabilité avec des solutions stratégiques et opérationnelles à faible impact. Tapioka conceptualise votre stratégie et met en oeuvre son application opérationnelle pour vous aider à atteindre vos objectifs : Conseil et stratégie : Stratégie de communication, concept narratif, stratégie social média, stratégie de marketing opérationnel et évènementielle, communication RSE, marque employeur, onboarding, employee advocacy, stratégie phygitale, gamification. Les leviers opérationnels >> Outils de communication et de marketing opérationnel B2B ET B2C Roadshow, Pop-up, street marketing, guérilla marketing, animation point de vente, mécanique drive to store ou web, gestion logistique, welcome pack, soft skill, développement de jeux de casual game, emailing, location de data ciblé, collecte de data, poadcast, film... Tapioka construit avec vous des opérations impactantes, ROIste en cohérence avec votre stratégie. Des évènements éco-concus avec un bilan carbone Evènement grand public, festival, soirée, lancement, convention, séminaire, pitchday, demoday, live, escape game, chasse au trésor, jeu de piste, évènement interne, Tapioka vous accompagne sur tous les métiers : concept évènementiel, scénographie, direction artistique, mise en scène, production, technique, logistique, décor pour des moments inédits. Création graphique et édition print et web Logo, charte graphique, tous types de supports print et web, rapport annuel, kit de communication print et web, livre blanc... Tapioka vous accompagne de la création du contenu à sa fabrication. Pour en savoir plus, jetez un coup d’œil à nos réalisations ou envoyez-nous un message en direct !
Looking for work in Conference Planning
Located in Paris, France
From €1,000 for Conference Planning
Worked in Software & Computer Services (+18)
Speaks French, English(+1)
11-50 members
Prochaine Escale
5
(10 reviews)
L'agence événementielle nouvelle génération 🔥
Chez Prochaine Escale, nous accompagnons les entreprises qui sont prêtes à relever des défis hors du commun et qui souhaitent offrir à leurs collaborateurs des expériences uniques et engageantes. Nous sommes spécialisés dans l'organisation de séminaires , conventions , soirées et voyages avec une approche créative, RSE et digitalisée. Nous travaillons pour de prestigieux clients comme leboncoin, AXA, Lacoste, PwC, BCG, Crédit Agricole, PayFit ou encore Lucca. Notre objectif ? Vous faire voyager à travers des événements époustouflants. L’idée est que vous soyez en immersion totale, afin de marquer vos esprits et vous faire vivre des moments uniques. Avec dix ans d'expérience et plus de 500 événements organisés, nous intégrons les enjeux RSE dans chaque étape de vos séminaires, conventions, soirées et voyages d'entreprise. Vous aurez systématiquement un bilan carbone, une offre responsable a minima et 40 actions sur chacun de vos événements pour le rendre plus responsable. Nous serons d'ailleurs ravis de vous transmettre notre livre blanc sur la RSE en événementiel ;-) Nous avons développé en interne une application mobile pour fluidifier l'organisation de vos événements et engager vos participants : nous serons ravis de vous montrer l'impact qu'elle aura sur votre prochain événement. Nous avons hâte d'échanger sur votre projet !
Looking for work in Conference Planning
Located in Paris, France
From €50,000 for Conference Planning
Worked in Software & Computer Services
Speaks English, French
11-50 members

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Customer reviews about Conference Planning Companies

Healthcare Event CoordinatorHealthcare | New York, USA

Working with this conference planning service was a game-changer for our annual healthcare summit. The staff's expertise in handling large-scale events in New York, USA, ensured a seamless experience from start to finish. Truly outstanding commitment and results!

Business Development ManagerBusiness | Sydney, AU

Our experience with this top-notch conference planning service in Sydney, AU, was nothing short of spectacular. They brought our creative vision to life with exceptional attention to detail and a highly personalized touch, making our business conference an unforgettable event.

Tech Conference OrganizerTechnology | London, UK

I cannot recommend this conference planning company highly enough! They managed our international tech symposium in London, UK, and every detail was flawless. From venue selection to tech support, their professionalism made our event a resounding success.

Latest Projects Submitted to Conference Planning Services

International Medical Symposium CoordinationGlobal pharmaceutical corporation>€200,000 | 10-2024This project involved organizing a large-scale medical symposium over three days, hosting international experts and medical professionals discussing advancements in healthcare technology.

Annual Sales Meeting PlanningNational retail corporation>€30,000 | 10-2024The client needed comprehensive services to plan and execute their national sales meeting aimed at aligning the strategies of multiple regional teams. Services included sourcing a venue, AV tech setup, and event programming.

Organization of Annual Tech ConferenceLeading technology firm>€100,000 | 10-2024A prominent technology company sought a specialist agency to plan and execute their annual conference, focusing on innovations in AI and robotics. The project includes venue selection, event logistics, speaker coordination, and attendee management.

Sustainable Business Conference SetupInnovative sustainability startup>€50,000 | 10-2024A startup focusing on sustainable business practices required a skilled agency to coordinate a conference on corporate responsibility and green initiatives. The event aimed to attract industry leaders and eco-conscious investors.

Educational Conference for New TechnologiesEducation-focused non-profit>€40,000 | 10-2024A non-profit in the education sector required an agency to plan a conference to discuss the integration of new technologies in teaching methods, with a particular focus on virtual and augmented reality tools.

Discover what other have done.

Get inspired by what our companies have done for other companies.

Congres jubileum 25 jaar Transport en Logistiek NL

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SWISS LIFE - Séminaire - 17 pax

Frequently Asked Questions.

Measuring the success of a conference is crucial for organizers to evaluate their event's performance and make data-driven decisions for future improvements. Here are some key performance indicators (KPIs) that conference planners commonly use to gauge success:

1. Attendance Metrics:

Total number of attendees
Percentage of target audience reached
Attendance rate (registered vs. actual attendees)
Geographic diversity of attendees

2. Financial Metrics:

Total revenue generated
Return on Investment (ROI)
Sponsorship revenue
Cost per attendee

3. Engagement Metrics:

Session attendance rates
Q&A participation
Mobile app usage
Networking activity (e.g., number of connections made)

4. Satisfaction Metrics:

Overall attendee satisfaction score
Net Promoter Score (NPS)
Speaker ratings
Venue and logistics ratings

5. Content and Learning Metrics:

Knowledge gain (pre and post-event surveys)
Number of leads generated for exhibitors/sponsors
Content engagement (downloads, views)

6. Social Media and Marketing Metrics:

Social media mentions and engagement
Hashtag usage
Media coverage
Website traffic during and after the event

To effectively measure these KPIs, conference planners should:

Set clear objectives: Define what success looks like before the event.
Use technology: Implement event management software and mobile apps to track real-time data.
Conduct surveys: Gather feedback through pre-event, on-site, and post-event surveys.
Analyze data: Use analytics tools to process and interpret the collected data.
Benchmark: Compare results with industry standards and previous events.

The most important KPIs may vary depending on the conference's specific goals. However, a combination of attendance, financial performance, attendee satisfaction, and engagement metrics usually provides a comprehensive view of an event's success.

According to a recent study by EventMB, 91% of event organizers measure event success through attendee satisfaction, while 61% focus on revenue goals. This highlights the importance of balancing both quantitative and qualitative metrics when evaluating conference performance.

By consistently tracking these KPIs, conference planners can identify trends, make data-driven decisions, and continuously improve their events to meet the evolving needs of attendees and stakeholders.

Managing and coordinating multiple vendors is a crucial aspect of successful conference planning. Here are some effective strategies to ensure smooth collaboration and execution:

Centralized Vendor Management System: Implement a digital platform to track all vendor information, contracts, and communications in one place. This ensures easy access to crucial details and streamlines the coordination process.
Clear Communication Channels: Establish dedicated communication channels for each vendor category (e.g., catering, AV, decor). This could include group chats, email lists, or project management tools to keep everyone informed and aligned.
Detailed Timelines and Schedules: Create comprehensive timelines that outline each vendor's responsibilities, deadlines, and on-site schedules. Share these with all parties involved to ensure everyone is on the same page.
Regular Check-ins: Schedule periodic meetings or calls with key vendors to discuss progress, address concerns, and make necessary adjustments. This proactive approach helps prevent last-minute issues.
Vendor Coordination Team: Assign specific team members to liaise with different vendor groups. This ensures focused attention and builds stronger relationships with each supplier.
Contingency Planning: Develop backup plans for critical services in case of vendor issues or no-shows. Having alternatives ready can save time and stress during the event.
On-site Command Center: Set up a centralized location at the venue where vendors can check in, receive updates, and address any immediate concerns during the event.
Clearly Defined Roles and Expectations: Provide each vendor with a detailed scope of work, including specific responsibilities, quality standards, and performance expectations.
Vendor Familiarization: Organize a pre-event walkthrough or virtual tour for all vendors to familiarize them with the venue layout, loading docks, and other logistical details.
Post-event Evaluation: Conduct a thorough review of each vendor's performance after the conference. This information is valuable for future event planning and vendor selection.

Implementing these strategies can significantly improve vendor management and coordination, leading to a more seamless and successful conference experience. Remember, effective communication and meticulous planning are key to managing multiple vendors efficiently.

Engaging conference attendees before, during, and after the event is crucial for creating a memorable and impactful experience. Here are some innovative strategies to boost engagement throughout the conference lifecycle:

Before the Conference:

Virtual Reality (VR) Venue Tours: Offer immersive 360-degree tours of the conference venue to build excitement and help attendees plan their experience.
Gamified Pre-Event Challenges: Create online quizzes or challenges related to the conference topics, with winners receiving special perks during the event.
AI-Powered Networking Matchmaking: Utilize artificial intelligence to suggest potential connections based on attendees' profiles and interests before the event.
Interactive Conference App: Launch a mobile app with features like personalized agendas, speaker bios, and a social feed to encourage pre-event interactions.

During the Conference:

Live Polling and Q&A Platforms: Implement real-time audience response systems to make sessions more interactive and gather instant feedback.
Augmented Reality (AR) Experiences: Create AR-enhanced name badges or venue maps to provide additional information and foster connections.
Innovative Session Formats: Incorporate unconventional formats like 'speed networking', 'hackathons', or 'escape room' style problem-solving sessions.
Social Media Walls: Display curated social media posts using event hashtags on large screens throughout the venue to encourage online engagement.
Virtual Reality (VR) Product Demonstrations: Allow sponsors to showcase products or services in immersive VR environments.

After the Conference:

On-Demand Content Hub: Provide access to recorded sessions, additional resources, and exclusive post-event content through a dedicated online platform.
Virtual Networking Continuation: Host regular online meetups or webinars to keep the community engaged and continue discussions.
Personalized Follow-up Emails: Send tailored emails with session summaries and recommended resources based on each attendee's interests and attendance.
Community-Generated Content: Encourage attendees to share their key takeaways, implementation stories, or case studies on a dedicated platform.
Micro-Learning Opportunities: Offer bite-sized learning modules or challenges related to conference topics to reinforce learning and maintain engagement.

By implementing these innovative engagement strategies, conference planners can create a more immersive, interactive, and valuable experience for attendees. This approach not only enhances the overall event satisfaction but also increases the likelihood of continued engagement and future attendance.

Engagement Phase	Key Benefits
Pre-Conference	Builds anticipation, facilitates early networking, and allows attendees to personalize their experience
During Conference	Enhances learning, promotes active participation, and creates memorable experiences
Post-Conference	Extends the event's value, fosters ongoing community building, and reinforces key learnings

Remember, the most effective engagement strategies are those that align with your conference's objectives, audience preferences, and technological capabilities. Always gather feedback and analyze data from each event to continuously refine and improve your engagement tactics for future conferences.