8 Essential Considerations for Planning Finance Industry Events

8 Essential Considerations for Planning Finance Industry Events
February 20, 2025

Industry-Specific Advice to Help You Plan Your Finance Event With Ease

If you work in the finance industry, you appreciate the immense value of a successful event. From large conferences to smaller executive meetings, an amazing event can elevate an organization's reputation, forge important professional bonds, and open doors to new opportunities. Done right, a good experience pays dividends.

At Convene, we believe in the power of shared experiences. That’s why we’re thrilled to share with you the insights we’ve gained through years of experience working with top planners from the leading financial institutions across the globe. While no two finance events are the same, there are several factors unique to this sector every planner needs to know. Whether you’re new to events or you’re an experienced planner who needs some industry context, having a firm grasp on these finer points will go a long way to help you craft a meaningful event your guests will remember for years to come.

Here are eight powerful tips for creating an extraordinary event in the finance industry:

1. Start With a Clear Vision:

Before you begin planning your event, take time to reflect on your organizational goals and the key messages you want to convey. Are you hosting a conference for finance professionals to attract talent, or is it more important to generate leads? Does your summit aim to shape industry policy, or is the primary goal to promote best practices or launch a new product? Write down the specific outcomes you hope to achieve and use them as guiding principles as you craft every aspect of your event. This will help immensely with planning, prioritization, measurement, and ROI.

2. Budget Wisely:

Once you have high-level goals in place, it’s time to start budgeting. Begin with a rough estimate based on what you’ll need, then reach out to multiple vendors for quotes. Get an idea of what the large expenditures will be, such as your venue, catering, and AV costs. Then drill down into the mid-level and low-level items where you can be more flexible. Creating a solid budget allows you to maximize your total spend, reduce inefficiencies, provide more accurate statuses for stakeholders, and improve the overall management process.

PRO TIP: It is standard to allocate around 20% of the total budget as a contingency fund for expenses you did not anticipate along the way. If you’re looking for ways to stretch your money further, read about how you can spend less and get more here.

3. Consider the Location:

If you're hosting an event that is not in your current office, look into a venue that’s close to where your attendees are coming from. This will save everyone time and travel expenses. If the space is not close by, look into transit options to ensure it’s easily accessible. If you’re planning a larger finance event with many out-of-town guests, consider the proximity to 4 and 5-star hotels.

4. Go Green:

Eco-friendly finance is on the rise. In 2022, sustainability was a top priority for investors, according to PwC’s Global Investor Survey. Likewise, consumers are showing an increased desire for their financial service providers to have strong records on ESG (environmental, social, and governance) issues. As financial organizations become increasingly more eco-conscious, it’s important to include venue sustainability practices into your proposals and RFPs. Fortunately for you, options are available as the events industry’s commitment to sustainability continues to grow year over year. At the AMEX 2023 Meetings & Events Global Forecast, 80% of respondents said their organization takes sustainability into account when planning events.

5. Stay Secure:

In 2021, CEO Brian Moynihan revealed Bank of America spends $1 billion a year in cybersecurity alone; that’s over double what they spent a decade earlier. For the financial sector, top-of-the-line security is a must. This means your event will need secure WiFi at the venue, security checks at the entrances, meeting areas with window covers to prevent unauthorized viewing of proprietary information, and a trusted team that can handle private information and content appropriately. By implementing robust cybersecurity measures, adhering to industry regulations, and leveraging technology solutions, you can ensure that guests feel comfortable and safe when sharing and discussing potentially sensitive material at your event.

6. Get Technical:

Whether an event’s held entirely in-person or has a virtual component, today's finance professionals expect seamless and intuitive technology experiences. Reliable internet connectivity is the starting point. From check-in to multimedia presentations to mobile apps to live feeds for broadcast events, the technology for your event needs to be up to par at every level. Make sure the venue has both the technical capabilities and the support staff necessary to keep everything running smoothly.

7. Provide Networking Opportunities:

Everyone attending your event will do so with the hope that they might forge a strong and enduring professional connection there. Networking plays such an essential role in finance, with the trajectory of entire careers and companies changing in a handshake. When planning a networking event, be sure to provide ample opportunities for both serendipitous meetings and deeper relationship building. Consider pre-event or post-event mixers, one-on-one meeting spaces, and digital platforms for networking before, during, and after the event.

8. Choose Exceptional Hospitality:

Financial professionals expect the best. Five-star hospitality will reflect a professionalism and attention to detail that many of your guests are well accustomed to. Collaborate with reputable providers of high-quality food and beverages that cater to various dietary needs. Support staff should be warm, attentive, and knowledgeable, adding to your guests’ experience of the event a sensation of comfort and ease.

Conclusion:

There’s no one way to plan a finance industry event. By starting with a clear vision, sticking to a thoughtful budget, and finding balance between the myriad decisions you need to make, you can craft a meaningful and memorable experience for your guests, and ultimately, a positive outcome for you. We hope these powerful tips will give you the knowledge and the confidence needed to begin planning something truly extraordinary.

If you’d like further assistance, perhaps finding an experienced event partner is the way to go. Convene designs and operates a network of hospitality-driven meeting, event, and flexible office spaces that delivers a turnkey experience for in-person and hybrid events. We are a single-solution provider that includes in-house culinary, award-winning design, and onsite AV and production services.

Curious to know how to make your next event extraordinary? Head over to our Events page for more.