Check out some of our recommendations to make a successful congress

Define the theme or topic

Do you know the goals you wish to achieve when carrying out a congress in any modality? In order to organize an on-site, hybrid or virtual event, first, you must choose a theme or topic based on the attendees’ area of interest and, then, give an attractive name to the congress.

Set the date

First, you have to decide if it will be an open or closed congress, and its length. We recommend that the date does not coincide with holidays or other important events organized in the same city.

It is also important to set a deadline for the sale of tickets or the registration of attendees.

Make a realistic budget

Besides the overhead costs to carry out this particular event, have you considered any unexpected events? Based on expenses and the expected number of attendees, you will be able to prepare your budget and the cost of entry to your event.

Choose the place for your congress

The facility must have a suitable capacity that allows safe distancing, and you must take into account aspects such as the number of attendees, the sponsors’ stands, a good lighting, the necessary furniture and available spaces, either for rest or networking, a service that your participants will surely appreciate.

It must also have an excellent wired or wireless network for data transfer, as well as an adequate electrical installation that allows the connection of all the required audio and video equipment.

It is important that it is accessible to get there either by car or by public transportation, that is has several restrooms, and a parking lot with enough capacity for the number of participants.

Search for sponsors and speakers

Lure them with unique proposals and payment procedures that allow them to be at your event in order to offer their products and services to your attendees. This will let you reduce productions costs and share with others the business relations you have.

Speakers must address current topics of great interest, avoiding irrelevant chats for the target audience. This will allow you to carry out an event of the highest quality.

Consider other forms of communication

For those that require different communication modalities and languages, hire professional translators and conference interpreters, as well as sign language interpreters (for both Mexican and international ones).

An excellent choice is to use Remote Simultaneous Interpretation or RSI (Interpretación Simultánea a Distancia, or ISaD, in Spanish).

Choose the best option of executive cuisine

Do you plan to give refreshments, snacks, a menu for the collaborators, or to have a coffee break? Usually, there are two breaks in this kind of events, where you can offer a coffee break, refreshments or buffet service to please the taste of all the attendees.

Advertise your event

In order to disseminate your congress, you should consider several options, such as a good website, publications in newspapers or magazines, posts in social media and advertising campaigns.

You will have to plan in advance all the activities and conferences of your congress to inform them promptly.

Do you plan to give a welcome kit with sponsors’ advertising?

It is very useful to recommend restaurants, hotels and leisure activities for attendees that come from other cities or countries.

Broadcast in streaming platforms

We cannot forget the importance of the digital world. Broadcasting an event through streaming platforms can allow you to reach interested people that could not attend the event in person, or even to have an international scope.

Also, it is an excellent way to interact with the public, and will bring a lot of value to your event. By broadcasting your event virtually, you can choose the hybrid modality, which combines both on-site and virtual modes.

You should rely on people that render professional photography and video services in order to have a record of all the activities in your event. You can share this material with the best moments in social media or your website, too.