Conference Do’s & Don’ts

Tips to make the most of your next franchise conference

It’s that time of year when people are getting franchisees together for the annual conference, and wondering how to make the event both enjoyable and relevant. When planning a conference for franchisees, what do you need to know? Here’s a helpful guide.

1. Establish the true purpose and objectives of the conference

Give delegates a sense of participation and involvement in the conference. Find ways of creatively integrating the following into as many of the activities as possible:

• Stimulating content

• Powerful learning

• Enthusiastic participation

• Fun and excitement

2. Establish a timetable

Create a critical path plan of everything that has to be done - by when and by whom. This enables proper scheduling of sub-contractors and people within your own organisation. The amount of lead time given to organise the conference is critical. Ensure you allow realistic timeframes in your timetable. Always remember - nothing is as easy as it looks, and everything takes longer than you expect.

3. Establish your costs and your income

Having a carefully planned budget is vital for a successful conference. Your initial budget must be revised regularly to reflect changes as delegate numbers vary, firm quotes are received and additional requirements are added. Firm control is essential to ensure costs do not escalate. Ensure you have one person whose responsibility it is to place the orders and pay the bills, keeping budget parameters in mind!

4. Put everything in writing

Make sure everything is recorded in writing, detailed notes of meetings are kept and every supplier phone call or discussion is followed up with a written confirmation. This cannot be stressed enough. If you have written confirmation there can never be any dispute later.

5. Check, double check and triple check

Never assume anything. Always check, check again, and then on the day - check again.

Other general points

Make sure that, as far as possible, your conference dates don’t clash with any major events. All Blacks games are the kiss of death to an evening event.

Be sure to take into consideration the mix of delegates or range of age groups when planning entertainment, menus, conference venues.

Make sure you use reputable contractors - audio visual, entertainment, caterers. Check them out yourself.

Make sure the conference venue meets all the requirements of your objectives and programme: eg, size of meeting rooms and facilities, standard of accommodation, proximity to airport.

If you are using apps to keep delegates informed and engaged, make sure that these enhance participation rather than detracting from it with eg. ongoing competitions that distract people from hearing important content.

What activities/attractions/off-site restaurants and entertainment are available at the destination which may be included in the conference programme to provide variety and maintain the interest of the franchisees?

Consider pairing first-time attendees with a host or mentor to help them feel at home and meet those who can help them.

Seek feedback on what people enjoyed, what could have been better, and review it before next year.