Conferences bring like-minded people together to share ideas and learn new things — and they give you the opportunity to connect with and meet new people. However, planning a fitness event — especially one that requires people to travel, takes a lot of attention to detail. There are several things you should take into consideration when planning your event.
Event Amenities
When choosing amenities for your event, you should think about the type of things people would need if they were working in a traditional office environment, such as an office water dispenser. People are bound to get thirsty during your event and offering free water is a nice gesture. It’s always a good idea to have light refreshments. Also, if you’re planning a full-day event without long breaks, you should have lunch catered and nutritious snacks available during break times.
Location
While you can rent a banquet hall for your event, it might be a better plan to rent a conference room inside a hotel. Many hotels will allow you to offer discounts and deals on accommodations for those attending your event and those staying at the hotel won’t have to travel to the event each day. Also, large hotels that normally host events often have many other amenities your attendees can use during their stay, such as on-site gyms or exercise classes, a pool, a restaurant or a bar. If you choose a location that has as many on-site amenities as possible, your guests won’t have to travel outside of the hotel unless they want to do some sight-seeing.
Technology Requirements
One event-related consideration that’s often overlooked by organizers is the technology requirements needed to pull off the event. Of course, you’ll want to choose a location that offers free WiFi so that event attendees can connect to the internet when needed. But you also need to consider the type of technology needed by your event speakers.
- Does the event room have a stage?
- Is it equipped with a sound system?
- Do you need TV screens or projectors?
Room Capacity and Layout
You need to make sure the space you rent has enough space to fit everyone attending the event and has the type of seating you need. For example, a large conference room might have the capacity you require as long as you sit all of the attendees in row-style seating, but if you need attendees to have enough room to layout floor mats and practice a few new exercise routines, you’ll need more space.
Your Budget
It’s important to create a detailed budget for the event before you start planning. This helps ensure you aren’t leaving anything out. Some things you should have specific budgets for include:
- Venue
- Food and Drink
- Entertainment
- Staff
- Decor
- Marketing
- Technology
When you’re planning an event, you should also anticipate any additional costs that might arise. To do this in advance, simply add a miscellaneous section to your budget.
Marketing Plan
In order for your event to be successful, you need people in attendance. So you need a marketing strategy that will fill your available seats. Some things to consider when creating your marketing strategy include:
- Social media advertising
- Your sales process
- Offering a handful of free tickets to current customers
- Having speakers promote the event
- Partnering with affiliates to sell tickets
While it can be difficult to plan an event, it’s often worth it. In-person networking lets you spread your message faster and puts you in front of tons of potential clients. Plus, socializing gives people a health boost by helping to get them in the mindset needed to accomplish their goals.