Conferences are a big thing for any industry, both literally and figuratively. This is where people in any particular industry, from the experts to the small-time startups and entrepreneurs, gather together. Talks and seminars happen in conferences where they tackle problems and discuss innovations that help the participants. It’s also an excellent opportunity for business leaders to network and meet fellow industry people.
And whether you are planning an IRL conference or a virtual one, as an event planner, there are some things you need to prepare. And not the least of which is a conference pack. While some virtual conferences don’t need to give out these things, many are now planning face-to-face conferences (with some restrictions), for which conference packs are a must. In this article, we’ll be breaking what a conference pack is, why we need to make them, and what should be included in one.
What is a conference pack?
According to termwiki, a conference pack is “generally a comprehensive collection of conference documentation and event materials within a bag, binder, envelope or folder.” In simple terms, it contains important documents that inform the recipient of what the conference is about and what happens during it. These documents include the conference program, maps of the venue or the city, speakers’ notes, and other important information. Since these events are huge and may involve people from different parts of the world, conference packs benefit even out-of-town participants.
Making a conference pack
Now that we know the importance of creating one, we’ll tackle making one. As we mentioned above, a conference pack contains valuable information about the conference for the participant. But aside from that, you may also include a few more items if you can that will bring more value to your kits. The more satisfied your guests are with your kits, the better.
So what should be included in your conference packs? Here’s a list that you can use as a reference or checklist.
- Conference program
- Name tags
- Registration packets
- Speaker biographies and notes
- Map/s (conference rooms/building/city)
- List of participants
- Contact information of organisers and emergency services
- Promotional items from the host and sponsors
- Evaluation form
These are just some items you can include in your conference packs. Feel free to add more or combine some of them into one.
And because they have so much value for the conference attendees, careful planning and packing is a must when making one for your event. Not only that, but a professional-looking conference pack will add to the credibility and authority of those who are hosting it. As well as lets the participants know that the planners are taking care of them. As an event planner, your guests’ comfort and wellbeing should be a priority, right? So keep that in mind when making your conference packs. Cobbling together a kit will lead to a failure of an event.
Tips for putting together an organised conference pack
While you may already know what you want to include in your conference pack, here are some tips to keep them organised and ensure that your kits don’t contain too much or too little.
Folders or binders?
Putting together a conference pack will cost you, especially if your event will have many attendees. Thus, depending on how long the conference will go, you may need to choose where to keep those informational materials. If your event goes for a day or two, folders are a more affordable choice. But if the event goes for longer, binders are ideal as they can keep papers neatly organised and tidy. Don’t forget to include blank paper or a notepad and a pen for the participants to use.
Create a detailed schedule/program
Conference attendees will be referring to the program most of the time. It’s packed with information that includes the speakers’ names, presentations, the time and place of their seminars, and more. Still, the ideal schedule should be concise and only one page. If you need to include more details, they can be contained in other materials within the pack. But once you’re placing the materials in the conference pack, the program should be on top.
Keep the design simple and consistent
Often, simple design is more effective than a cluttered look. So don’t go over the top with fonts and images with your informational materials. Instead, use a simple layout with standard fonts, colours, and imagery. Moreover, keep each document consistent and grouped. For example, speaker biographies should all be in the same format, and you should format the list of sponsors the same way to avoid bias or preference.
The way you present your conference packs and the quality of the prints or other items also brings a message to the participants. It shows your professional attitude towards the industry and how much you value the participants who attended.