A Step-by-step Guide: Planning the Perfect Conference

Planning the Perfect Conference

Putting together a conference is quite a task; there are so many moving parts you’re going to have to bring together. The entire process can take a long time, depending on the size of the conference, organizing speakers, choosing a venue, and what your budget is. So, where do you start? To make it a true success, just follow these simple steps and leave them wanting more.

  1. Plan in Advance

Start with an outline of what you envisage when you think of your conference. Decide what the purpose of it is and communicate that to the event planning team. You should start by deciding the size of your conference, how many participants, how many speakers, and whether it will last one day or a couple of days. Don’t leave planning to less than six months before the actual event. You should also be thinking of where you want to hold it and looking into a tried and tested conference venue that will be set up for you. It’s also worth booking speakers so your attendees will get the most out of the event.

  1. Set a Budget

Depending on how big you’re planning your event to be, you’ll probably have a ballpark figure in your head of what your budget will be. Note every cost down in an event folder and add to it as you go through the planning process. However, you’ll have to pay for the location, entertainment, food, drinks, and equipment. All of those things can contribute to the success of a conference, but also think about unexpected costs too; things often crop up that you will have to pay for.

  1. Decide On Event Speakers

The speakers at your conference can make or break an event and reflect on your business too. You will have to pay for good quality speakers who are thought of as experts in their field. If word gets out about their presence, it can even encourage more people to come to the event. Make sure you book them in advance, if they’re good, it’s likely they won’t have much availability.

  1. Get The Word Out

You’ve done all the planning, now let people know about your event! Send emails, letters, and market the conference through social media. Get creative too, look on careers websites, and post in groups with people who’ll probably be interested. You can reach out to bloggers who will create a buzz and speak to your target market. Give early bird incentives too if you’re charging for your event. Try and get sponsors for the event and make them feel special.

  1. Speak to People

It’s the perfect time to connect with colleagues, clients, and potential customers. Get contact details and add people on LinkedIn. Make sure you follow up with every attendee at the event, either via email or with a form to fill in before they leave the event. Critique is crucial to your conference’s success, get honest feedback, it’s a great way to make your next conference even more amazing.


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