TIPS: Simple Symposiums

7 Essential steps for hosting a successful (and memorable) symposium

Hosting a symposium can be an enriching experience, as it offers people a platform for exchanging thoughts and ideas on hot-button topics and creating a space for meaningful networking. We’ve pulled together the key elements managing this type of event to ensure your symposium is a resounding success.

1. Define Clear Objectives
Begin by setting clear objectives for your symposium. Are you aiming to disseminate research, foster collaboration, or address a specific issue? Clear goals will guide your overall planning process and help attract the right speakers and audience.

2. Choose The Right Space And Venue
A comfortable and functional environment can significantly enhance the participant experience. For example, your attendees might be sitting for a long period, so hire comfy chairs. Choose or arrange a room, so that the doors are behind the audience. That way any latecomers can sneak in without disrupting the speakers. It’s also important to select a venue that is adequately sized for your audience, and equipped with the necessary facilities such as air-con or heating appropriate to the season. You don’t want your audience shivering or sweltering, you want all the focus to be on the speakers

[Image: Austin Distel]

3. Maximise Value With A Strong Program
A compelling program is crucial. Invite knowledgeable and engaging speakers who can contribute valuable insights. Balance keynote speeches with panel discussions, workshops, and networking sessions to keep the agenda dynamic and engaging. This will maximise value for your attendees and will encourage them to attend future events.

4. Promote Effectively
Effective promotion is vital to attract attendees. Utilise multiple channels such as social media, email newsletters, and professional networks. Create a dedicated website or page for the event, providing all necessary information and registration details. If your speakers have a sizeable following, help them spread the word to them by creating assets they can easily share on their platforms.

5. Facilitate Networking
Networking is a key component of any symposium. Designate time and space for informal interactions, such as coffee breaks and evening receptions. Encourage using name tags and consider providing a digital platform for attendees to connect before and after the event.

6. Plan for Contingencies
Prepare for potential issues by having a contingency plan. Ensure technical support is available during the event (not just beforehand), have backup speakers, and be ready to address any logistical challenges promptly. Include a line in your budget for taxis for each of your speakers, to ensure no issues with arrival times and if they are coming from a long distance, consider booking a hotel.

7. Gather Feedback
After the symposium, gather feedback from attendees to understand what worked well and what could be improved. You can add a feedback feature to the event’s website, send survey forms directly to participants’ emails (collected during registration) or even utilise social media platform tools. This information is invaluable for planning future events and evaluations.

By following these tips, you can host a symposium that is not only informative and engaging but also leaves a lasting impact on all participants.