Planning a conference is no easy feat. It takes weeks or even months to plan because of all the important components that comprise such an occasion. There is a lot of booking, scheduling, research, planning, and organizing that go into events like these.
Are you planning to hold one any time soon? It might be good to remember these few tips in planning a successful conference:
Decide what kind of conference it’s going to be.
Conferences, no matter how many activities and speakers you may have, it is all united by a theme. Whether it’s related to the field of business, medicine, or public speaking, it’s essential to have a focus. After all, this is the reason why people are interested in your event. Decide on the overall theme and topics you want to discuss in the conference and go from there.
Always plan ahead.
Whether it’s going to be a small or big event, it is always best to start planning as soon as possible. This is so you’ll have enough time to work on all the little details. Problems can arise at any time, so it is imperative to always be alert and be prepared for anything! Setting a timely groundwork and purpose can even give you options for a Plan B, if it is needed.
Don’t be afraid to brainstorm.
The next thing to do is brainstorm for ideas regarding your chosen theme and topics! With a conference like this, should it be an all-day or multi-day event? Should it consist of plenary sessions or break-out sessions on multiple topics? What is your target audience or niche market? If you are able to brainstorm, you’ll be able to come up with some creative and innovative ideas.
Know your budget.
Every event planner knows that what limits you will always be your budget or the amount of money you have. This is really quite important, as your budget sets the parameters of your goal. You can map out your budget on a spreadsheet and decide where to allocate resources into the various components. Know where you plan to direct the money.
Find the right location.
If you are already able to make use of your budget, then it is time to find an appropriate venue for your conference. Remember to take note of the approximate number of participants that’ll be joining. You must be able to find a location that matches the size, space, and style standards needed for the event. Think of the audio-visual and technical needs, overnight lodgings if needed, and even the amount of parking spaces available.
Choose your guest speakers wisely.
This is important because they are what ties the conference together! Of course, these guest speakers must be well-informed on the theme of the conference. They should be able to contribute knowledge and meet the expectations of the participants through their topics.
Best tip: find presenters and speakers that are educated, engaging, innovative, and outgoing.
Find great staff.
You cannot have a successful conference without support from other people. You, along with the organizing committee, should be able to secure staff that can help you with the planning, preparation, and execution of the event. They must be experienced and knowledgeable, especially if the roles given to them are technical or specific.
Set the agenda.
One of the most useful things to find in a conference is the set agenda or timeline of the activities and plenaries planned. You can draft a detailed timeline of the conference, including the specifics of the speakers and presenters, group activities, workshops, and downtime.
Market your event well!
Get the word out! With marketing your conference, you must have multiple strategies ready. By advertising and marketing your conference through various media, you’ll be able to meet the expected number of participants for this event. Be creative in marketing and consult a specialist whenever possible.
For a Successful Conference, Seek Help from an Experienced Event Planner!
Follow all these tips and you’ll be able to execute a successful conference in no time! Remember the purpose of this event at all times, so you will not get lost in the planning process. Work hard to reach your goals, do not delay things at all, and always have a Plan B in mind!
To keep you working towards your goal, make sure to get some much needed help! Hire an experienced event planner to guide you in organizing your event.
Written by bleu events, one of the top event planners Columbia, MO has to offer.