A conference with legacy is a gift

Nowadays, organising a conference is more than simply putting on a good event. If you really want to have an impact, you have to consider a sustainable way to ensure that there is a legacy that lives on. But how? 

Imagine a conference that not only brings people together but also has a positive impact on the local community, the regional industry and the knowledge economy. Today, it is an important part of the ultimate conference. The question is: how do you develop a conference with such a legacy?

First of all, it is more than just the sum of its parts. It’s a mindset, a commitment to creating something that will endure long after the conference is over. Some would say it is the gift you give to the destination and its residents. In other words, it is what you leave behind.

A lasting legacy is a benefit for people, society and the destination, since organising a conference requires much effort and investment. And how relevant is it for the people living in the area who might be wondering what’s in it for them? A legacy should be a serious item on the conference agenda. In the long run, it has a beneficial effect. You could say that hosting a conference with a legacy entails initiating a change process, not only for you as an organiser but for everything around it.

 

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Legacy examples

Sustainable initiatives: take action for a greener future by reducing waste, using renewable energy sources, and promoting eco-friendly transportation options during conferences.

Knowledge sharing and education: organise workshops, seminars and training sessions to empower local communities and help develop local industries and the knowledge economy in the long term.

Cultural exchange: promote cultural diversity and tourism by organising art exhibitions, music performances and gastronomic events during conferences.

Socio-economic development: boost the local economy by using and promoting local products and services. Support local entrepreneurs.

Infrastructure improvement: invest in infrastructure projects such as conference centre renovations and transportation improvements to enhance the quality of life in the region and strengthen the competitive position for future events.

Green initiatives: contribute to biodiversity in the conference’s surroundings by planting trees, creating green spaces, or supporting local green initiatives.

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Denmark

MeetDenmark, the Danish business events association, conducted extensive research on conference legacy. They published a report containing insights collected over six years. Their researchers spent years systematically researching, developing, and testing legacy models, processes and tools. Robust collaboration seems to be the most important factor for event legacy success.

“Legacy programmes should be a natural extension of the association’s mission, serving their members while at the same time addressing real needs at the host destination. Ultimately, legacy initiatives can serve to connect association membership more closely to their long-term goals while raising awareness for them. In large part, it’s about creating dynamic engagement with local organisations, governments and businesses who share a common purpose,” explains Peter Dyhr, head of the secretariat for MeetDenmark.

Flanders

VisitFlanders is one of the leading convention bureaus in Europe, with a strong focus on creating a legacy through international conferences. They always start with the question, ‘which legacy do you want to achieve with this conference?’

A good example is the Royal Institute for Cultural Heritage, which would like to organise a conference about the conservation of historic and artistic works in Flanders. The convention bureau aims to create continued collaboration between the various partners involved. For example, ask locals to help clean a church or another historic building. In the end, the participants will exchange experiences with the professionals who attend the conference. Long-term, they will collaborate to build a heritage science policy.

 

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How does VisitFlanders do it?

‘Organising a legacy-focused conference means embarking on a transformation adventure. The Theory of Change model is the perfect guide for this journey. We accomplish this by linking you with partners in Flanders who exactly match the theme of your conference.'

'Together, we can forge alliances that support the goals of your conference. We open doors to key policymakers in Flanders, ensuring that your conference gets the support it deserves. We help you launch the Local Organising Committee (LOC) with an exciting kick-off meeting. Together, we can pool our strengths and assemble a team of conference superheroes.'

'We assist in organising co-creative sessions, where all participants can brainstorm together and come up with the most brilliant ideas. We encourage you to give the LOC a name and ensure that it continues to exist, even after the conference is over. This way, the impact of your conference will endure.'

'Lastly, a dedicated member within the LOC will be appointed to ensure that the positive impact of the conference remains on the agenda.’

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Sustainability

One key to creating a legacy is sustainability. In a world where the call for environmental awareness is growing louder, it’s crucial that conferences not only inspire but also contribute to a greener future. This could include reducing waste, using renewable energy sources and promoting eco-friendly transportation options during the conference.

According to VisitFlanders, creating a legacy may involve sharing knowledge, cultural exchanges, socio-economic developments, and improving infrastructure. Organising workshops and seminars at conferences may help to strengthen local enterprises and the knowledge economy in the long run. Creating a legacy could also include engaging the local community. By collaborating with local entrepreneurs, institutions and residents, you can build a strong bond between the conference and the place where it is held, which could lead to long-term partnerships and new business opportunities.

Commitment

The MeetDenmark report states that to be a successful partner in legacy planning, a destination should have a member of staff dedicated to managing legacy programmes. The goal is to help identify potential partnerships and funding opportunities, as well as support legacy development activities like facilitating workshops with stakeholders. Someone who knows the area can become a booster. The legacy development for a specific congress does not have to be a massive, overwhelming commitment. Twelve days of a legacy manager’s time over an 18-month period is a reasonable use of staff resources per event.

Legacy achievements can benefit everyone involved when they are grounded in the goals of the association and also accomplish positive outcomes at the local level. Most importantly, do not use legacy as a marketing stunt. The goal is to leave a gift that will benefit everyone.