Complete guide for companies and associations

Organizing an international conference requires meticulous planning, coordination, and attention to detail. This guide will help you structure each step to ensure success.

1. Define clear objectives

Before starting, ask yourself:

• What is the purpose of the conference?
• What results are you expecting?
• Who is your target audience?

Clear goals, such as "increase memberships by 20%" or "strengthen international partnerships," will guide every decision.

2. Choose the ideal destination

The event location is critical. Look for a destination with:

• Excellent international transport connections.
• Adequate infrastructure (hotels, convention centers).
• Tourist attractions to enhance the attendee experience.

3. Create a detailed timeline

Divide the process into phases:

• 6–12 months before: Define the venue, budget, and main suppliers.
• 3–6 months before: Promote the event, manage attendee registration, and organize logistics.
• Final month: Confirm details and conduct technical tests.

4. Simplify registration

A custom microsite can streamline attendee registration and data management. Include:

• Key information (dates, program, location).
• Secure payment methods.
• Automatic email confirmations.

5. Design an engaging program

Content is the heart of your conference. Incorporate:

• Renowned speakers.
• Interactive workshops and panel discussions.
• Networking activities.

6. Manage international logistics

Logistics are essential. Make sure to:

• Arrange air tickets and local transfers.
• Coordinate with customs agents for equipment or materials.
• Provide services like simultaneous interpretation for diverse languages.

7. Deliver memorable experiences

Enhance your event with activities that stand out:

• Team-building in iconic locations.
• Themed evening events.
• Recreational activities for accompanying guests.

8. Evaluate and improve

After the conference, survey attendees to measure satisfaction and gather suggestions. Use the feedback to improve future events.

At SARAO, we are your strategic partner to take your conference to the next level, offering support from destination selection to logistics and event theming.