The key to a well-organized, efficient, professional and successful conference are well thought-out conference folders. In fact, your business can purchase pre-made
conference folders with content already pre-packaged and with customizable information.
Studies show the most requested piece of information included in 99 percent of conference folders is the conference agenda. Obviously, people want to know where they need to be, when they need to be there and who will be speaking at that meeting.
The top-of-the-line conference folder is one that is provided by a business-to-business company that provides only the best for their conference planning clientele, including:
• Pre-packaged information
• Selection of brand, type and layout of conference folders, and
• A checklist of items that all conference folders should include
THE ABCs OF CONFERENCE FOLDERS
Before your conference begins, it’s best to outline what you think you need to include in your
conference folders. Once you’ve completed that task, it is wise to actually ask your attendees what information they would like included in the conference folders as this may just surprise you!
However, the most important recently-validated information that should be included in all conference folders are the directions and basic logistical and “housekeeping” information that conference attendees would feel slightly uncomfortable without.
In addition, when planning for your company’s image and branding at a conference, the most important thing to remember about your conference folders is that your readers:
• Are out of their everyday element, so they need a little hand holding
• Need the tiniest of details, including up-to-the minute meeting information
• Need clear directions
• Will use conference folders as their point of reference during a conference, and
• Need to know information such as attire expectations, weather forecasts, contact numbers for local eateries, hotels, transportations companies and the closest medical center or hospital
• Without reservation and direction information, they would not know where to go or how to get there.
• Without attire information, they may show up to the conference in the three-piece suit when everyone else is wearing business casual—how uncomfortable!
• And, without important local contact information, attendees might not be able to get to the hospital or local drycleaners if there was an emergency!
MOST IMPORTANT – QUALITY AND APPEALING FOLDERS
No matter what, it’s important to make sure your company branding and message are optimized through the order of high quality conference folders that will sustain integrity throughout your entire conference.
Conference folders come in new, hot colors, different shapes and sizes and new textures.
Examples of hot, new trends include leather folders with the attendee’s name printed on the front, smaller pocket-sized versions with writing pads included and full-sized folders with a DVD in the front pocket that includes the conference theme music and speakers’ biographies.
Remember: Image and branding can be the key to a successful conference. Providing well-designed, quality conference folders can add a little fun to the mundane conference in a quick reference tool. With a few unexpected upgrades, like calendars in pouches, quirky shapes and exciting colors your attendees are sure to return the following year and to remember your company name and services in the meantime.