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How to Organise Conference Trips


Everyone knows that being in charge of organising a conference trip isn’t really the easiest task in the world, but you know what? It definitely doesn’t have to be as tricky as you probably thought, so keep on reading if you want to know how to get it done. Here are five tips on how to organise a conference trip if you work for a non-profit organisation.


Use a private browser to book airfare and hotel accommodations

As you may (or may not) already know, every airline, hotel and travel site actually shows higher rates depending on where you are browsing from and whether you’ve visited the site before or not. This basically means that you’ll probably get offered a higher price for the same room or an airplane ticket if you’ve been checking it out frequently in the past few days or more, so make sure to use a private browser to book airfare and hotel accommodations. Google Chrome in incognito mode will do the trick and you’re likely to get a lower price when searching from it, so give it a try and you’ll see what we were talking about.


Network with other conference attendees on social media before the event

Networking with other people is absolutely crucial – especially when you’re the one who organises a conference trip. This is exactly why you need to inform your contacts on social media on when and where your conference is about to take place. For example, if you work for a non-profit organisation and your network is mostly made from connections from the same field, there’s a good chance that many of them will want to attend. Needless to say, it’s always nice to know that there will be familiar faces at a conference, particularly when it takes place far from the known environment.


Sweat the details

When organising a conference, every single detail counts, so bear that in mind or otherwise you’ll have to deal with unsatisfied attendees. For example, if your non-profit organisation takes pride in graphic design, you should ensure that the obvious graphic things, such as branding, schedules, posters, badges, in-house projections, and similar ones, are done properly. Professionals that specialise in that field are overly critical of such things and they will always talk about them during the event, so don’t fail to address those little details. Besides that, don’t forget to bring the absolute essentials that many people tend to forget, such as Go Travel power adaptors that’ll allow the attendees from different countries (or continents) to use their electrical appliances without any hassle. Little things can indeed make a huge difference, right?


Make dinner reservations in advance

Finding a nice place to eat that’s close to the venue hotel can be a true challenge – especially when you’re in charge of that aspect of organisation, but trust us when we say that nothing is impossible. In order to save yourself the headache, be sure to book dinner reservations far in advance, and when we say ‘far’, we think months before the conference takes place. All you have to do is to research places to eat that are close and have good reviews online. As simple as that! This is one of the best ways to impress the conference attendees and show them that your organisation skills are completely unmatched, which is a fantastic way to make new social connections as well.


Take note of the conference hashtag

In the era of the Internet and social media dominance, coming up with a unique conference hashtag is basically a necessity, which is exactly why you should create one, too. A dedicated hashtag will be used before the event to build excitement and awareness, which will help you get to potential attendees and inform them about when and where your conference is going to take place. On the other hand, your hashtag will connect everyone in attendance during the event, whereas you can use it after the conference to make write-ups and easily access the photos everyone was posting during the event. Does it get better than that? We don’t think so!

Further information

As you can see, there really are a lot of things you should take into consideration when organising a conference trip, but these five are certainly the most important ones out there. Just remember to stick to our tips and guidelines and bear them in mind no matter what, and you’ll organise an upcoming conference trip like a real pro. That’s a promise!


Page last edited May 14, 2019 History

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