A Peek Behind the Curtain: Delegate Solutions Conference Strategy at FIM
While AI and digital technology advancements have certainly made their mark, they haven't replaced the enduring value of face-to-face interactions, particularly at conferences. As the Fractional Marketing Director at Delegate Solutions, we learned that successful conference planning and attendance are essential for B2B businesses looking to make a meaningful impact.
It's easy to become complacent or to procrastinate when it comes to conference planning, but the truth is that these gatherings are golden opportunities to present our best selves. The effort and consideration we put into the process directly influence the outcomes we achieve.
When all of the strategic pieces come together, infused with fun and the collective energy of your team, they transform an excellent conference into an extraordinary event. This is precisely how Delegate Solutions made a splash at the Female Integrator Master (FIM) Summit. We composed a symphony of delegation that reverberated with excitement in Omaha, turning our brainstorming, booth, session, and swag into a cohesive and dynamic performance.
Here's how we spiced up the old conference playbook and injected some ‘extra-ness’ for an unforgettable conference experience:
The Spark of Brainstorming
In the rush and excitement of preparing for a conference, the importance of a well-thought-out timeline cannot be overstated. Setting aside the time to brainstorm and develop a cohesive concept is the first crucial step before diving into action. For Delegate Solutions, three months of preparation might have seemed ample, but we knew better. In the fast-paced environment of conference planning, every moment counts.
Our sessions were a testament to the power of collective intelligence. We harnessed the full potential of our leadership team, using L10 meetings as a springboard for ideas, and kept the lines of communication wide open for those sparks of brilliance on Slack, regardless of the hour. Our goal was clear: to make a splash with our new Personal Project Manager™ offer at the summit. We were determined to craft a message that struck a chord with our audience of integrators and fractional integrators, each grappling with their distinct challenges.
Our brainstorming was intentional and in-depth. We delved into the evolving needs and hurdles faced by top performers, seeking to truly comprehend and address them. In this spirited process of creation and innovation, we found our inspiration. Coinciding with the buzz created by the Queen of business and pop culture, Taylor Swift, with her Eras tour, we discovered a parallel in our narrative. We embraced this serendipity, theming our initiative as the 'Eras of Delegation Tour.' This concept was a perfect echo of our aspirations and a nod to the groundbreaking ethos of our era, so embodied by Taylor Swift's remarkable achievements.
Stop by the Booth
Our booth was crafted to be a welcoming beacon at the conference, where attendees were encouraged to return, engage in meaningful conversations, and truly connect with our resonant message. Adorned with imagery from Taylor Swift's iconic Eras tour and made personal with Delegate Solutions' touch, our booth featured our CEO, Emily Morgan, amidst symbols that spanned the decades of delegation, from Dolly Parton's '9-5' to Mad Men motifs. We even had a local company come in to set up balloons and create custom posters to make a space that was not only a beacon for engaging conversations but also a retrospective celebration of delegation's history and its future.
At the heart of it all was our 'Bucket List Board,' a fun and interactive activity that encouraged leaders to articulate and share their big dreams, serving the dual purpose of fostering inspiration and gathering contact information. The booth was also a trove of treasures, offering giveaways that were as thoughtful as they were enticing—like the custom fanny packs bearing Taylor Swift's lyrics ‘It’s me, HI, I’m the problem, it’s me’, a nod to the empowered leadership and the art of delegation that Delegate Solutions champions.
The Session: A Timeless Tale
Our session, "The Future of Delegation: What's Next for High Performers," unfolded as an electrifying journey through the annals of delegation and leadership. It was not merely a session; it was an educational experience. The prelude was orchestrated to weave an atmosphere of anticipation and energy. Then, others on the team took the helm, engaging the audience with probing questions that sparked a volley of ideas and insights, setting the stage for a deep dive into the world of delegation.
As Emily Morgan took center stage, her 15 years of experience in the virtual assistant industry shone brightly. She didn't just talk; she told a compelling story that dissected the complexities of past leadership styles and unraveled the innovative tapestry of the Personal Project Manager concept. Emily's narrative was an enthralling mix of history lesson and visionary forecast, addressing pain points with precision and acuity.
The grand finale was an interactive panel. Attendees were given the opportunity to pitch their real-time questions about delegation to the experts, creating a dynamic exchange of strategies and solutions. This was not just another session—it was an engaging, real-time dissection of delegation, offering tangible insights and sparking conversations that would resonate long after the summit had concluded. This was far more than a solo presentation—it was a symphony of insights and energies. The secret sauce? We leveraged the dynamism of our entire team rather than relying on a solo act.
The Art of Giveaways
Ensuring every detail of our conference presence was cohesive and on-theme was paramount, from the conference brochure right down to the swag bag giveaways. We meticulously curated our offerings to resonate with the core themes of Taylor Swift's influence - the rich history of delegation and the transformative journey through time. Aligned with our central theme of traversing through the 'Eras of Delegation,' our giveaway—a 'candies through the decades' treat bag—offered a delightful taste of history, engaging the senses while underscoring our message of progression and evolution in delegation.
This thoughtful selection was accompanied by a specially designed Taylor Swift-inspired poster, which did double duty as both a captivating visual in the conference book and a memorable take-home gift. Each piece of swag was carefully chosen to reinforce the narrative thread weaving throughout our conference strategy, ensuring that the experience of Delegate Solutions was immersive and unforgettable, from the first glimpse in the conference brochure to the final treat in the swag bag.
What's the recipe for a successful conference?
Start Early: Three months of preparation allowed us to refine our ideas and ensure every detail was covered.
Understand Your Audience: By engaging directly with Integrators and Fractional Integrators, we tailored our message to their specific challenges and interests.
Choose a Cohesive Theme: The 'Eras of Delegation Tour' not only made our booth and session more engaging but also streamlined our messaging.
Attention to Detail: From the conference ad to the session content, every element was designed to be impactful and aligned with our overarching message.
Leverage Team Energy: Utilizing the dynamism of a larger group adds an element of fun and provides a rich array of perspectives to play off of, making for a more engaging and lively presentation.
Now, as the curtain falls, we look forward with anticipation to the next act. Who's ready for an encore?
