Here's how you can optimize written communication for conference organization.

Last time I organized a client event/conference it was for Cannes Lions 2024 which happened in June 2024 and I started the first internal prep meeting in July 2023, ie almost one year before. Starting early gives the necessary time and resources to aim for more ambitious objectives. Think of what you want to achieve and what are the milestones to get there. When setting the objectives, I like to think external and also internal: what do we want to achieve in terms of visibility, in terms of clients reach, what impact do we want to have internally, what do we expect from our employees in terms of support on social media or in terms of follow ups with clients.

The one thing I tell my clients always is to be clear on your story. No matter where you are speaking begin with your 'story' because you need to gain their trust, they want to know why you are standing up there. People will connect to your story first, then you can begin your presentation. I'm about 'feeling' your audience, letting them guide the direction of the talk. If you can guide them to understanding the points that you are speaking about without them feeling like it's a stuffy, boring, conference, then you will have won them over.

In March of 2023, I earned IAAP's (International Association of Administrative Professionals) advanced certificate in Project Management. One of the most useful tools I learned about was that of a project charter. This document outlines what you're doing, what you are not doing, who the stakeholders are, etc. I now use this for every major event I handle.

Clearly define your target audience. Who is your conference meant for? Tailor your messaging and promotional materials to speak directly to this audience. In addition to outlining objectives and defining your target audience, it is important to clearly communicate logistical details. Provide clear information on the date, time, and location of the conference, as well as any travel and accommodation options for attendees. Make sure to include instructions on how to register. Establish a clear communication. Utilize a variety of channels such as email, social media, and a conference website to provide updates, reminders, and important information. Prioritizing clarity in all aspects of your conference communication to be successful.

The objective of every meeting or organization is the kernel of the meeting. It must be written clearly and succinctly and distinctly. It should be easily accessible and simple language for everyone to understand and where necessary interpret.

Understanding the audience you are exposed to will determine the method of communication to adopt as it will help in effective communication and help drive your objective and engage feedback to your audience. Your communication should be interactive as it shows you are not with the wrong audience. Such communication should be transactional communication with everything in your speaking to your audience.

To me logo and color and ... are minimum level of brand consistency, what is the most important element is the value we announce and the way we convey it from all and every touchpoint. Audience have to here a single message by facing any type of our message on any touchpoint.

Something I have started doing with my major meetings is hosting a "Know Before You Go" Teams call with registrants about the event. I got the idea from an out-of-state training I participated in. This call introduced the event personnel who would be working, the agenda, speakers, transportation, meal availability, recreation activities, mixers, etc. It was so helpful to since I didn't know much about the area.

Details in written communication refer to all possible questions that your audience would have that you have provided answers to. Providing these answers in an organized manner solidifies the credibility of the conference in the eyes of potential attendees.

Efficient and effective communication is not complete without feedback. Feedback is very important to clarity in communication and help in appraisal to know your objectives are aligned or unaligned. It is essential to add feedback in the planning process and be attentive to it. It is also important to make available feedback tools in a conference because it is a pointer to trust and honesty.