Full package customer conference equipment rental

Customer conferences are considered among the most effective measures to increase business revenue. Therefore, they are particularly emphasized by organizations and held annually. For this program to be successful, thorough preparation and proper execution processes are necessary... Let's delve into all the issues surrounding this event together!

Organizing customer conferences helps businesses increase revenue

What is a customer conference?

A customer conference, also known as a customer appreciation conference, is an event organized by businesses, and companies, with the participation of customers. This event usually takes place around the middle or end of the year and is held annually. Key activities at the event include: honoring and thanking loyal customers; entertainment performances, product introductions; banquets, and giving appreciation gifts.

Purpose of organizing customer conferences

With an important purpose, organizing a customer conference requires careful preparation and management.

Purpose

Businesses are very interested in building customer conference programs for the following purposes:

• Strengthen current customer relationships and trust
• Reach potential customers
• Collect customer feedback to adjust products and services accordingly
• Introduce new products or services
• Directly present product features and benefits
• Instruct customers to use products and services properly to achieve the highest efficiency
• Bring interesting experiences to customers, showing deep gratitude
• Create opportunities to connect with industry partners
• Promote your brand and demonstrate your professionalism

Depending on the direction of the business, customer conferences have different purposes

Top 3 popular types of customer conferences today

Thus, the meeting event between companies and customers will benefit both parties in a "win-win" relationship. This means that customers will be able to use high-quality products, while businesses will affirm their position in the market. Below are some popular types of customer conferences today.

Customer appreciation conference

Firstly, the customer appreciation conference is one of the most well-known events. The purpose of this event is for businesses and customers to have the opportunity to exchange and connect, while also gauging customer preferences in the market for products and services. Consequently, businesses can maintain loyal customers and attract potential ones. Furthermore, companies can enhance their brand image and promote products through attending media outlets. To ensure the smooth running of the program, thorough preparation of themes, ideas, execution scripts, and contingency plans to handle any arising issues is necessary.

Customer appreciation conferences are very popular

 

New product introduction conference

Making a new product known to many people takes work. This not only depends on the core value of the product but also requires companies to have a reasonable communication strategy. One of the effective communication methods to mark the birth of a new product is to organize a product introduction conference. This event is an opportunity to create attention for new products, attracting the attention of the press, customers, and partners.

 

new product launch conference attracts a large number of customers

Year-end summary conference

The year-end summary conference is considered a spiritual gift that the business gives to all employees, to express gratitude for their companionship and contribution to the company. This is also an opportunity to encourage employees' working spirit in the upcoming new year. To successfully organize this program, businesses often rely on the support of professional services and organizational units.

The summary conference is a gift of gratitude to the company's employees

The most complete customer conference organization process

Like all other events, organizing a customer conference program also requires a methodical and professional process. Here are the full steps:

Determine the target

The first thing businesses need to do is determine which target group the program will target. and what does it mean? Businesses also need to consider the benefits obtained after the program. Each business will have different directions. Once the goal has been determined, the business will be able to choose the appropriate type and organizational method to achieve that goal.

Choose location and time

The two elements of appropriate space and time will help both the organizer and guests feel comfortable.

• Regarding location: you should choose an area large enough to accommodate the number of participants. At the same time, the location should also be convenient for guests' travel routes.
• Regarding time: Depending on the goals of the event, customer conferences can be held at the end of the year (to summarize) or before the launch of new products... The most appropriate time is on the days of the event. On weekends, because it is a holiday, it is easier for customers to arrange their time.

Customer conferences are usually held annually

Apply for a license to do so

Current law stipulates that to organize conferences, organizers must be licensed by a competent authority (usually the Department of Culture - Sports - Tourism) through a conference organization license. . Applying for this license can be time-consuming, so you should consider hiring a professional unit to assist with the procedure more quickly.

 

Applying for a license to hold a customer conference takes a lot of time

Develop detailed scenarios

The script is the core content of the entire customer conference program. Scenario details should include all items, personnel assignments, specific timelines, and risk estimates. The more detailed the script, the easier the program's implementation. We will share a sample script for you at the bottom of this article!

Coordinate service personnel

Normally, the organizing committee's personnel will include the following departments:

• External relations: in charge of sending invitations to customers
• Logistics: Setting up space, stage, preparing gifts, coordinating shuttle buses, taking care of equipment, machinery, catering for guests...
• Receptionist: Responsible for welcoming guests, leading guests into the hall, and stabilizing seats for guests.
• …

Human resources play an important role in all events

Send invitations to customers

An invitation to attend a customer conference is not only a means of announcing the location and time but also shows professionalism and respect for guests from the organizer. One piece of advice is to send invitations early so guests can confirm their attendance, making it easier for you to prepare food, drinks, and seating.

Program implementation

During the event organization process, there needs to be a main manager who takes on a supervisory role. This person is responsible for monitoring details and coordinating other personnel so that the program runs professionally and smoothly.

End program

After the event ends, customer care should not be overlooked to evaluate whether the conference achieved its goals or not. This is also a way for businesses to show concern for customers, make an impression, and attract the attention of future customers.

Sample customer conference script

No	Time	Main Category	Details
1	15 minutes	Welcoming guests	The receptionist will welcome guests Staff will be in charge of checking in, handing out gratitude cards, taking photos, and guiding guests to their seats.
2	30 minutes	The MC announced the reason and introduced the ceremony.	Introduce delegates and guests Present a company introduction video Invite leaders to make opening statements
3	10 minutes	Honoring excellent agents/customers	The staff prepares flowers and gifts to give to everyone.
4	45 minutes	Party opening	Company leaders and guests raised their glasses to break up the party and enjoy the party
5	20 minutes	Entertainment program and minigame drawing to win prizes	Prepare musical performances Prepare the ballot box for drawing lots Prepare gifts
6	15 minutes	Closing ceremony	Say goodbye to guests and give thank-you gifts

 

Indispensable equipment in customer conferences

There are many types of equipment for conferences and seminars, such as sound, lighting, LED screens, projection screens, projectors, microphones, gooseneck mics, and many others. Below are indispensable equipment in meeting rooms to help you organize a successful program.

Sound, light

Sound and light are always the most important factors in a meeting room. Before organizing the program, it is necessary to check the light source in the room to ensure sufficient brightness. Besides, it is also necessary to pay attention to the color and lighting performance of the lamp. Check the connection of audio devices such as speakers, amplifiers, and microphones to ensure that the sound emitted from the computer is clear and the microphone can record well. This will help the conference run smoothly.

Projector, projection screen, slide flip pen

During meetings, presentations almost always require the use of projectors and screens. To best display images to guests, the projector needs to have high contrast and resolution. The higher the contrast and resolution of the projector, the sharper the displayed image. In addition, the light intensity of the projector is also very important. You should also use the HDMI connection port to transmit images and sound with the best quality.

For projection screens, attention should be paid to size and flexibility, such as the ability to roll up or down quickly. Choose a projection screen of the appropriate size for the meeting room space to ensure everyone can see clearly. Make sure that the scrolling mechanism operates smoothly so as not to interrupt the presentation.

The slide-flip pen is also an important support tool for speakers, helping to control presentation content according to the desired timeline. It allows the speaker to focus on the talk without having to be near the computer. A good slide flip pen should also have a laser pointer feature to emphasize important points in the presentation.

Whiteboard, pens

In some cases, the presenter will need to use a whiteboard and pen to illustrate the presentation content. In addition, guests' comments can also be recorded on the whiteboard for everyone to follow.

Tables and chairs

Depending on the content, format, and participants of each program, you need to set up tables and chairs in different styles, such as classroom, theater, U-shaped, hollow, etc. However, regardless of the arrangement, tables and chairs need to be clean, upholstered formally, and polite; Chairs also need to be comfortable if the program lasts long. In addition, the height of tables and chairs should also match the standards and physiques of attendees.

Air conditioning, wifi

To connect devices, search for information, and share data quickly in the program, you need to equip the meeting room with high-speed wifi. Not only does it help update information and share documents, but the high-speed wifi network also allows guests to easily check in and share information on social networks. This will help your program spread strongly.

Decorative flowers and green plants

The event space will become closer and friendlier when decorated with fresh flower vases, small plastic flower pots, and lovely green plants. These small details will reduce the stressful feeling of the meeting, bringing relaxation to guests. In addition, using trees is also an effective way to create a natural source of oxygen in a crowded space.

Cabin translation equipment

Cabin translation equipment has become familiar in international meetings with the participation of foreign guests. This device helps eliminate all language barriers and gaps. It allows attendees to clearly understand the discussion without being limited by language. This not only makes the meeting more effective but also shows the professionalism of the organizers.

 

Image of cabin translation equipment in conferences

Conclusion

AV Vietnam is a professional customer conference organizer

AV Vietnam hopes that, through the above article, you have a better understanding of the concept, purpose, equipment, and process of organizing customer conferences. As a professional event organizer with more than 16 years of experience and a system of 5 branches both domestically and internationally, AV Vietnam is always ready to accompany you to organize successful programs! Please contact us: 0939.311.911 - 0913.311.911 now for the fastest and most dedicated advice and support!