For the event to be perceived holistically, develop a corporate identity for the project. It is useful not only for promotional communications, but also for branding the venue. So you will create recognizability of the conference, because people read visual information faster than text.
The minimum set of carriers of firm style which you will need: a package or a folder А4, notepad, booklet А5, badge, press-wall, poster, plates, rules of registration of a site.
Keep a balance, do not go overboard with the press-walls and posters at the venue, so as not to get a parody of the Chinese street. Consider the design solution for the branding of the site in the concept of the event.
Make a branded conference-style screen saver on the monitors.
Prepare handouts for participants. Usually include a branded bag or folder that includes a notepad for notes, pen, event program, map with site navigation, advertising and souvenir products of partners or sponsors.
The number of handout sets make with reserve, in case there are more guests.
It is better to make nametags. Sometimes a colleague may come instead of a registered participant, or there may be a typo in the name or surname at registration. Allow guests to enter their own names.
On communication media, spell out the event hashtag and names on social media, so you increase the chances of publication with mentions.
When you choose a hashtag, make sure that on the day of the event it is unique yet short, duplicates the name of the event and is easy to understand by ear. It’s great if it’s in the language of most attendees.
Write out a complete scenario plan. It describes what and what time is happening at each venue, what equipment is needed, what the performing staff are doing. Print several copies for yourself.
Make a copy of the scenario plan for the technicians in the halls so they know when and what presentation to put on.
Select music for the period while guests are gathering. Form tracks into a playlist in advance and give it to the technician at the venue. Take an extra flash drive with music just in case. The music should be upbeat, but not too loud. It will create an atmosphere.
Prepare a supporting text for the host for the opening and closing of the event. Indicate all sponsors and partners whose names are to be read from the stage. Spell out the names of the speakers with the correct accent. Tell the host in advance exactly what should not be said.
To encourage participants to post on social media, add a contest to the script. For example, raffle useful prizes at random among those who post a review of the event with a hashtag.
Prizes can be certificates for agency services, useful business literature, and gifts from partners and sponsors.