Why your Conference destination matters: How it can help solve common challenges.

An association’s conference can be a powerful tool for engaging with your members , building communities and advancing the industry/ profession.

However, hosting a conference can also come with loads of challenges. Last year Conferli conducted 3 market studies in order to find out the main challenges associations face when organizing their associations conference. So what are the four most heard challenges?

• Attracting the younger generation, Gen Z
• Managing time constraints due to staff shortages
• Securing high quality sponsors
• Increase attendees/ attract the right attendees

Did you know the conference destination can play a significant role in helping to solve these challenges?

As we elaborate on the fact that the conference destination can be the driving force of your associations conference, on the 13th of December we hosted a great session during the Brussels International Association Forum.

Together with ca. 25 associations and the guidance of some convention bureaus we brainstormed about how destinations can help solving the above challenges. As the outcomes where very helpful for the participants we didn’t want to hold them in that meeting room, but we wanted to share them with all of you!

So, read on and be inspired by how destinations can help you overcome these challenges!

1) Attracting the younger generation

Younger members are often looking for new experiences and unique opportunities to learn and network. Selecting the right destination can provide that experience and network. For example if your association represents the technology industry, it is advised to choose a city that is known for its tech scene that will help to attract the younger generation who are interested in the industry.

Once the destinations is selected the convention bureau can link you to the relevant universities of the city and see if they can work on grants to send their student, they can link you to the start-ups in the city so that you can boost your conference amongst their employees. Furthermore that can give you access to data and help you with delegate boosting. Some destinations are developing ambassador programs especially for the younger generation, this of course is also a great resource to use.

2) Managing time constraints due to staff shortages

Conferences can be very resource-intensive, and staff shortage, can make it difficult to manage time constraints. Destinations often have a Convention Bureau that offers services (free of charge) such as assistance with room blocks, connect with local partners and institutions, look for the most suitable venue for the event, help and assist to deliver local impact and build on local community engagement, partnering in communications, assists in crisis management and be the connection with different stakeholders. Using these resources will save you an enormous amount of time.

3) Securing high-quality sponsors

Securing high-quality sponsors is essential for the success of any conference. It will come as no surprise by reading the first two points that a destination can offer a solution here as well. But how can they help? They can connect you with their local network, community and key stakeholders. They are in direct contact with the Trade Unions in their destination and with the local Chamber of Commerce. They have direct contact to local foundations and can assists with the impact and legacy building of your conference which will most probably attract more sponsors.

4) Increase attendees/ attract the right attendees

It's important to remember that the destination should be chosen with the association's objectives and target audience interests in mind. Researching the destination, its potential to cater the attendees needs, and how it aligns with the association's goals are crucial for making the right decision. Once chosen the destination the destination can help you to connect with local key note speakers and key opinion leaders, with selecting the right choice of speakers more attendees will feel the need to come to the conference. Focusing on the right venue, destination appeal and experiences the delegates will feel more urged to come to a certain destination. As a destination can introduce you to government connections it is easier to seek financial support and visa support which will make it easier for delegates to travel. Last but not least the destination can help you attracting local attendees.

Conclusion

In conclusion, the destination of an association’s conference can have a significant impact on its success. By working together with a convention bureau it can help you to streamline the planning process, attract more sponsors and delegates. It can help to address common challenges and create a more successful conference. When planning your next conference, don’t underestimate the power of your destination to drive engagement, attendance and sponsorship! And what better way to find your next destination than by using Conferli?