Avoid these 5 Mistakes at Your Scientific Conference

After some 200 conferences, we have certainly seen our share of mistakes and complaints. Here are some of the most vocal ones from attendees:

1. Too Expensive: High registration fees and associated costs

2. Scheduling conflicts – Multiple Parallel sessions

3. Inadequate Time for Q&A 

4. Limited opportunities for community building, discussions, and cross-pollination of ideas

5. Poor conference logistics / challenges in navigating large conference venues and finding specific sessions.

   
   Are there ways around these issues? Are these problems solvable or are they inherent in the conference experience?

Here is the good news - we have found that many good strategies to solve each of these problems, even to the point of turning them into opportunities. Let us share some in this document; we would be happy to discuss this further in a no-obligation consultation.

1. Conference is Too Expensive

The most common complaint we receive from attendees is the steep cost associated with conferences. So, how can we make conference attendance more affordable? There are only two approaches: increasing revenues and lowering costs.

Boosting Revenues and Opportunities: One effective method of reducing conference expenses is by expanding our income sources. By increasing revenue and exploring new opportunities, we can provide additional services, scholarships, and ensure profitability for future events. Often, we overlook certain income avenues, such as:

a) Hotel Commissions: Did you know that hotels are willing to pay a significant commission for every attendee you bring? Surprisingly, many organizations are unaware of this, or worse, relinquish the commission to their hotel negotiators. We believe we can do better by negotiating your hotel deals ourselves and returning the commission to your "income" column.

b) Sponsorships: Unleash your creativity to attract more sponsors. Take the time to understand why companies choose to sponsor events and whether they are repeat sponsors. Learning from their experiences can help identify potential new sponsors. Additionally, consider partnering with other conferences to create bundled packages, allowing both events to be sold together and enabling two sales teams to target their trusted customers with higher-value offerings.

c) VIP Registrations: Introduce "VIP registrations" at a higher price point, allowing industry executives to expense them and, in turn, support the conference financially.

d) Grants: Explore the possibility of securing grants to supplement your income.

e) Virtual Attendees: Don't overlook the potential of accommodating virtual attendees who are unable to attend in person due to financial constraints, visa issues, scheduling conflicts, or partial event interest. Offering virtual attendance options during or after the event expands your reach and generates additional revenue without incurring substantial costs. It also opens doors for foreign students eager to contribute to your community.

f) Monetizing your Videos: Just like the "Windowing Strategy" employed in the film industry, capitalize on your past event videos. Implement tiered pricing options, such as higher rates for immediate access, reduced prices for post-conference virtual conferences, and further discounts after specific time intervals. Experiment with different pricing formulas to maximize revenue.

g) More Conferences: Surprising as it may seem, organizing additional events can lead to more income, long-term member retention, and higher renewals. Consider hosting monthly or quarterly virtual symposiums that are cost-effective, easy to organize (we can handle it for you!), and continuously deliver value to your members, thereby increasing their perceived worth.

Reducing Costs:

To lower expenses, we can employ various strategies. However, it's crucial to avoid cutting necessary services that enhance the attendee experience. Instead, let's focus on these key cost areas:

Venue: While changing venues may not be feasible at the moment, it's worth considering if there are contractual opportunities for relocation to a more cost-effective location.

Audio-Visual and Technology: Collaborate with a knowledgeable consultant who can accurately assess your AV and technology requirements, ensuring you only invest in what's truly necessary. At Underline, we specialize in this and do not seek to profit from the AV services we provide.

Food & Beverage: Providing water, coffee and snacks are essential, but there are ways to trim costs. Instead of an extensive menu with multiple options, consider offering acceptable choices that cater to different cuisine preferences without opting for the most expensive items suggested by the hotel. Striking the perfect balance in catering is an art worth mastering.

Printing/Signage: Evaluate your printing needs and explore digital alternatives that can be accessed through smartphones or other digital platforms. This shift not only reduces printing expenses but also aligns with sustainability practices.

These are but some of the ideas – there are many others we can explore in a no-obligation brainstorming session – just click this link to schedule at your convenience.

In future articles we will discuss and expand on the other 4 mistakes… and ideas to help you avoid those mistakes.

About Underline Science Events Underline Science specializes in Scientific conferences, having produced more than 200 events. We help to produce a smooth and successful, profitable conference.

Our aim is to grow your conference and reach. We aim to increase your membership engagement and value to your constituents.

We are experts in Audio Video (which we do in-house) and technology, usually one of the largest conference costs. Societies we serve include IEEE, AAAI, ACL, ACM, SEB and many others.

Don’t take our word for it, contact our very satisfied repeat clients. Let us introduce you to happy associations we serve who keep coming back for more.

Just click this link to find out more in a no-obligation discovery session.