10 common mistakes in congress planning and how to avoid them

Mistake:
Many organisers start without a clear vision – do they want to share knowledge, boost networking, or highlight innovation?

Solution:

Define specific and measurable objectives. Do you want to inspire, educate, or connect participants? Let every aspect of your congress align with these goals.

Mistake:
Too small, poorly accessible, or uninspiring locations can negatively impact the experience.

Solution:

Choose a venue based on capacity, accessibility, atmosphere, and technical facilities. Consider hybrid options for remote participants.

Mistake:
Attendees don’t want to sit through dry, one-way talks.

Solution:

Keep sessions short and impactful (like TED Talks). Combine lectures with panel discussions, live demos and interactive formats. Limit talks to 20 minutes and engage the audience with Q&As or polls.

Mistake:
A congress where people just sit and listen lacks engagement.

Solution:

Organise breakout sessions, workshops, live polling and panel discussions. Use event apps or social media to encourage real-time interaction.

Mistake:
Schedules that are too tight or too loose lead to frustration.

Solution:

Build in regular breaks, enforce time limits for speakers, and use strong moderation. Add buffer time and ensure clear signage for sessions.

Mistake:
Attendees often come to network, but don’t get the chance.

Solution:

Set up speed networking, themed meetups or informal lounges. A matchmaking feature in your event app can help participants connect more easily.

Mistake: 
Glitches in livestreams, bad audio or clunky apps can ruin the experience.

Solution:

Thoroughly test all technology before the event. Ensure a stable internet connection and work with professional AV partners. Test your event platform’s usability and offer hybrid options for online guests.

Mistake: 
Overuse of paper, plastic or neglecting eco-conscious practices can harm your event’s image.

Solution:

Use digital programmes, eco-friendly catering and reusable materials. Collaborate with local initiatives and consider donating part of the proceeds to a good cause.

Mistake: 
Silence after a congress is a missed opportunity to extend its impact.

Solution:

Send a follow-up email with key insights, share session recordings and slides, and foster continued discussion via an online community or LinkedIn group.

Mistake: 
Not measuring what worked means repeating the same mistakes next time.

Solution:

Ask for feedback through short surveys, analyse data from your event app, and discuss results internally. Use what you learn to improve your next congress.