Tom, our Senior Project Manager, shares essential tips for organizing large conferences
Before joining Invajo, Tom worked four years at Conventum in Örebro as a project manager for large meetings with over 400 participants. He was responsible for various events, including scientific conferences, political congresses, and corporate events. His main focus was on project and staff management, but he also played a key role in logistics, workflows, and participant management. Tom’s hands-on approach and skill in managing diverse event types make him an essential member of the Invajo team.
3 key tips for Successfully organizing large conferences
1. Start with a strong program
For scientific conferences, getting your program ready early is essential, as it encourages early registrations. A common mistake is waiting too long to finalize the program. The program committee plays a crucial role in shaping the quality of the event.
2. Be bold in promoting your event
Don't hesitate to promote your conference. Share information widely, not just through internal channels. Encourage people to spread the word about the conference, it could be the moderators, speakers, the venue of the conference and many more. This will help attract more attendees.
3. Don’t Be Afraid to Ask for Help
Large conferences come with a lot of details, more than you might expect. Have the courage to ask for help when you need it. It's also important to divide responsibilities early on, particularly when it comes to sponsors and exhibitors. Clear delegation of tasks ensures smoother planning and execution.
Your thoughts on the future of the events industry?
Hybrid events will likely become more common as technology becomes more affordable and easier to manage. This will allow events to reach a wider audience and function differently compared to pre-pandemic times.
Tom’s extensive on-site experience, combined with his current role makes him an invaluable asset to Invajo’s team. His deep understanding of both the operational and logistical aspects of events allows him to ensuring everything runs smoothly. Tom’s insights and expertise contribute significantly to our success, to deliver exceptional events.