Define a Clear Purpose of the Conference

When you set out to plan a Medical Analytics Conference you have to set a clear purpose for the conference because medical analytics is a very broad field and you have to narrow it down so that your conference can have an effective impact. Successful conferences have a clear purpose so you need to set one. Do you need to motivate the sales force? Introduce a new product? Engage in team-building activities? Bring separate geographical regions together? The purpose determines much of the rest of the conference such as its size, its speakers, and the agenda so you need to set the purpose first.



Develop the Agenda

After you set a clear purpose for your conference, your next step is to develop an agenda of events and an agenda for the planning as well. Seat down with a team and plan it step by step. Once you set the date, then you need to focus on developing a firm agenda that includes a timeframe and all other time-specific needs.

Below is an example of what a very top-level conference agenda might look like:

Day 1: Day 2: Final Day:
  • Theme-setting keynote speech by an influential speaker
  • Speaker presentations
  • Common dinner
  • Shorter hands-on sessions and workshops
  • Networking and team-building activities
  • Motivational speaker to end on a high note

 

Research Available Dates

You need to plan ahead and also research available dates for the conference. There are many factors that determine the date you choose such as the availability of a good venue and the time of year. For example, you wouldn’t want to plan a conference around the time when the industry is preparing their financial statement and quarterly reports.
The planning period of a conference needs to be at least one year, and preferably more because meetings have a multitude of logistics. You need a venue, vendors, and speakers all available on a particular date. If your planning period is less than a year, availability of one or more of these elements may be limited.

When researching available dates, check for venues that can accommodate the number of people and type of meeting you want, the availability of well-known speakers and vendors. Once you have their dates of availability, then you can decide on the meeting date or dates.



Publicize the Conference

You need to start doing publicity for your medical analytics conference at least a year in advance. All meetings, whether internal or external to the company, should be publicized. If attendance is mandatory you still have to do publicity so the attendees do not forget and so they get excited about attending. If it’s not mandatory rolling out a new product, so employees can attend or not publicity can provide reasons to attend.

Publicity should provide reasons that the meeting will be beneficial for attendees. Use it as an informational channel as well, to let people know the dates, the agenda, the venue and any surrounding attractions.Decide what the publicity methods should be and develop a conference website, flyers, email blast, company newsletter, industry newsletter or a combination of all these channels.

Make plans with Vendors and Catering

Doing this ahead of time is also very important because last minute plans could go seriously wrong and possibly ruin your conference. Typically, a dedicated conference venue will also provide on-site catering. If that’s not the case, you’ll need to bring in external vendors.



Decide on what type of refreshments you want to offer and how many breaks there’ll be for food. Reserve up to an hour for lunch and a few 15-20 minute breaks for coffee and snacks. Remember: If there’s room in your budget, it’s always best to go for proper hot meals instead of sandwiches when it comes to lunch. You want to be sure that the catering company can handle the logistics on the day of the event. Your best bet is to find a local company close to the conference venue to avoid potential transportation-related issues and delays. Don’t forget to check how far in advance the caterer needs to know the final headcount, the menu, and any special dietary requirements. That way you’ll also know what “RSVP by” date to put on the conference invite.