Are you organizing a convention for your company? As soon as you have found your venue, it is imperative to start making the program or planning for the conference. At Evenses we like to provide you with the entertainment for your gathering. We can take care of your entertainment needs at conferences, conventions and congresses. From small scale to larger conference halls and from basics to luxurious conference centres, we can provide entertainment at very competitive rates. With us, you can book a band, orchestra or singer, but also a presenter or an act for your conference.
Are you specifically looking for background music provided by a jazz band, duo, trio, orchestra or singer? Or are you just looking for a spectacular opening act or closing act, like a fire show, robot show, dance show or acrobatics? It can all be arranged at entertainment agency Evenses!
Don't forget about our Coffee Bars, Smoothie Bars, or Juice Bars for a refreshing touch to make your conference a little bit tastier.
What you should pay attention to when organizing a congress
Of course it all depends on what kind of conference you are going to organize, but you can assume that as an organizer you generally have to pay attention to a lot of things. In the end, if all goes well, you are not alone, especially if you are considering working with Evenses, but the organizer still bears a lot of responsibility. For that reason, we have listed some of those elements below.
The size of the venue
This may sound logical, and it actually is, but you'd be surprised how many conferences take place in locations that are too small or too large for the size of the event and the number of attendees. It is very important to have a good idea of how many people you can expect at the conference, because this way you know which locations best suit the occasion. A space or location that is too small is a problem for obvious reasons, but booking a location that is too large can also have negative effects on the conference. This is not only a waste of money, but also gives the image of a poorly attended conference.
The logistics infrastructure
Certainly for larger conferences for which large numbers of people come to your location, it is important that the infrastructure in the immediate vicinity of the location can handle such numbers. The advantage here is that many locations suitable for larger conferences are often located at well-connected and easily accessible points. Nevertheless, take into account how many people will come and especially what kind of transport they will come to the location when choosing a location for the conference that you are going to organize.
Check the calendar
One of the first milestones in organizing a conference is setting the date. Our specialized staff can help you choose the perfect date based on various factors. For example, it is useful to know what other conferences and major events would be taking place around the same time, as this can jam the infrastructure around your conference venue and increase prices of, for example, flights and hotel rooms. In addition, in many cases it is wise not to have the conference take place at the weekend or during a holiday, since many people see attending conferences as working.
Some tips for organizing a conference that stands out
Where the previous heading mainly refers to basic elements that you absolutely must keep an eye on when booking a conference, in this article we will go into more detail about the things you can do to give your event that little bit extra. After all, as an organizer you want your conference to be unique and that people will talk about it for a long time to come.
Come up with a suitable theme for the conference
At a conference you would like to create a sense of togetherness among the visitors and coming up with a theme can help with that. In addition, with a general theme you can also bring all elements of the conference together, from the logo and branding to the location and internal logistics, to really make it a coherent whole. Which theme fits well with the conference you are going to organize depends very much on the industry or the subject, but general themes such as “Stronger together”, “Education in the 21st century”, or the like can be of considerable added value.
We wrote before that when booking a conference a lot can come your way, and often at the same time. So don't be afraid to delegate, especially when it comes to a large conference, but then you have to do your best to bring in good people. By hiring, for example, a marketing specialist or an administrative assistant, you can transfer some tasks and focus on other things yourself. Evenses can help you book a conference in such ways.
Relaxation is also important
Finally, it is also important to offer a little variation to the visitors. Most conferences are serious occasions where people come to work, learn, and network, but that doesn't mean you can't offer them something fun for when they need a break. How about, for example, a dining room full of magicians moving between people having lunch, or a juice stall at the entrance?
What Evenses can do for you
As a specialist in event planning and entertainment, we work with a broad portfolio of providers of services suitable for all kinds of conferences, from small, local events to massively elaborate conferences that attract people from all over the world. Whether you want to organize a regional conference for your industry with catering that will be remembered for a long time, or a large conference in a gigantic complex that still needs to be fully equipped for the occasion, Evenses are happy to help you find the ideal options to find and book for your event. By booking a conference you can make it completely unique.
Organizing a conference: hire your orchestra, pianist, band or dance show here
Are you curious to know more about our products and services? Or do you want any further information about what we can offer? Do not hesitate to contact us. We like to help because at Evenses you are at the right address for your conference or convention entertainment.