Is Your Annual Conference Fulfilling Your Attendees’ Needs?

Published by Sara Olbrantz | Topics: Conferences, Events

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Attendees expect a lot out of your association’s annual conference, don’t they? So, how do you make sure you are not only meeting your attendees’ expectations, but exceeding them?

If you took a Psych 101 class back in college, I’m sure you learned about Abraham Maslow’s Hierarchy of Needs. Maslow’s “Hierarchy of Needs” theory states that human motivation is based on individuals seeking fulfillment and change through personal growth. Further, Maslow explained that an individual could not achieve needs at the top of the hierarchy before meeting the basic needs at the bottom of the hierarchy.

As a meeting professional, you understand planning an annual conference is about more than booking a venue and choosing a caterer. It’s about creating an experience where industry professionals can take away vast knowledge from experts to share with and improve their organizations.

Conference Attendees’ Hierarchy of Needs

Here’s how Maslow would explain how to create the full attendee experience at your annual meeting:

Hierarchy of needs when it comes to a conference

5 Steps to Fulfilling Your Attendees’ Hierarchy of Needs

  1. Physiological: This is the no-brainer. In order to meet your attendees’ most basic needs, you need to provide food, beverage and rest. Food and beverage can be taken care of by booking a caterer, but are your conference sessions scheduled back-to-back? Make sure you add 15-minute breaks throughout the day to allow conference attendees to get a drink of water, recharge their brains or use the restroom without having to miss out on speaker presentations!
  2. Safety: Again, this is a meeting planning basic. You need to provide a shelter for your annual conference to give your attendees a sense of safety and well-being. Choosing a safe venue with nearby lodging for overnight stays in critical. And, as you know, holding your actual conference at a hotel where attendees can stay ensures their ultimate comfort and safety.
  3. Belonging: Once the basic needs are met, it’s important to fulfill your attendees’ social needs. One of the main reasons attendees go to your annual meeting is to network with other industry professionals, so make sure you are scheduling plenty of networking time!
  4. Esteem: Next, you need to make sure attendees feel confident, accomplished and respected. You should always be looking for opportunities to allow attendees to contribute to your conference. Sessions should consist of two-way conversations between the speakers and attendees. They should engage with games, surveys and break-out sessions. Your conference should also have an active Twitter hashtag for the event along with an event mobile app to get attendees to participate and contribute virtually.
  5. Self-Actualization: Are you providing your attendees with innovative ideas and knowledge that they can bring back and implement in their organizations? The knowledge doesn’t end when the conference does, which is exactly why your session handouts, recorded sessions and conference proceedings need to be made available in a digital publishing platform. If attendees can access conference materials online year-round, they are more likely to implement what they learned. By providing innovative ideas that advance their organizations, attendees will reach the ultimate self-actualization.

How is your association making sure you are fulfilling all your attendees’ needs? Let us know in the comments section below!

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About Sara Olbrantz

Sara has worked for Omnipress in the past as our Marketing Communications Coordinator. She has contributed a great amount to make our blog what it is today and has been published in association publications numerous times.

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January 28th, 2014Kathy Griffin says:

It’s true that being an organizer is not a simple task and it involves delving deep down into the psyche of the attendees before understanding what they need and how can they be most comfortable. And, this blog lists the points that will help to understand the needs of the attendees. Naturally, this is a crucial blog for event planners. In fact, all of us end up organizing a few events or the other. So this blog is relevant for all of us. It is after all up to the organizers on how they can make life comfortable for the attendees. They must make the visitors feel at home and then only the audience participation will be maximum. And, this factor of making life comfortable for the attendees has been made possible with the help of event apps. From the attendee experience to organizing the event systematically, everything becomes convenient with the help of the apps.

Twitter: Event2Mobile

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