Are program guides at conferences necessary


Why do I need a conference planning guide?

Consider your conference planning guide as your go-to manual for everything that is included in planning a conference, no matter how small.

How to choose the right conference management software?

To power conferences of different shapes and sizes and create world-class events, an ideal conference management software should offer different functionalities such as: Registration management: Manage and streamline registrations for your event . Offer personalized paths based on user preferences to maximize the experience.

Why should you conduct seminars and conferences?

Seminars and conferences are great ways to cater to the common needs of your target audience. You can take advantage of its benefits when you know how to conduct seminars and conferences the right way. What difficulties have you encountered in organizing a seminar checklist?

What makes a successful conference?

Organization is Key to a Successful Conference. Planning a conference requires a skill set that includes incredible organizational skills, the ability to multitask, energy, creativity, business savviness, interpersonal skills and attention to detail.


What is a conference guide?

The conference planning guide acts as a blueprint for planning any conference. Customize and modify the guide based on the event you are planning and keep it close at hand.

Which are the factors that must be considered in order to organize a successful conference?

How to Organise a Conference: Step-By-Step GuideStep 1: Decide on a theme. … Step 2: Assemble your A-team. … Step 3: Prepare a budget & business plan. … Step 4: Find sponsors & grants [optional] … Step 5: Settle on a date. … Step 6: Book the venue. … Step 7: Arrange catering & other vendors [optional] … Step 8: Line up your speakers.More items…

How do you coordinate a conference?

How to organise a conference in 10 steps (with templates)Formulate your event strategy. … Embrace conference technology. … Delegate, dammit. … Think through your budget and pricing model. … (Carefully) choose your venue. … Build a website that does your conference justice. … Invite your speakers and authors. … Get your reviewers onboard.More items…•

How do you organize a conference checklist?

The Conference Planning ChecklistStep 1 – Settle on a theme.Step 2 – Design the delegate journey.Step 3 – Identify your team and set roles.Step 4 – Settle on a date, venue and budget.Step 5 – Book the right venue.Step 6 – Select the right conference technology.Step 7 – Arrange people and services.Step 8 – Book speakers.More items…•

What is the most important responsibility that a conference organizer can have?

Budget. Whether your conference is funded by sponsors or not, it is your responsibility to consider the budget. One of the vital steps in budgeting is to draft your budget while considering unforeseeable situations. It is worth thinking about a contingency plan in case of an undesirable turnout of events.

What are three key factors to consider before arranging a meeting?

However, we find these three key:Have the right people at the table. Consider the meeting goal and determine who must be there. … Have an agenda that reflects the meeting goals. Let participants know in advance what will be covered and by whom. … Have a definite time limit.

How do you organize seminars and conferences?

8 steps to organise your seminar!Know your goals. Defining the seminar’s goals is a critical first step. … Define who your attendees are. … Make budget forecasts. … Choose the right date. … Find a suitable venue. … Use an online registration solution. … Organise activities. … One guiding principle: Communication.

How do you run a successful conference?

How to Run an Effective Conference: The 7 Steps You Need to…Work out the key details in advance. … Determine what your value proposition is. … Choose the perfect venue. … Decide the best time to hold your event. … Set your budget. … Choose your speakers carefully. … Find attendees on Facebook.

How long do you need to plan a conference?

around 12-14 monthsWhether it’s building a realistic event budget or delegating important tasks to the right people on your organising committee, your conference planning checklist will help you make sure you’re not missing a beat. Most academic and association conferences take around 12-14 months to plan.

Why is conference planning important?

Conference planning can be an exciting endeavor as you look forward to crafting a fulfilling event for everyone who attends. There are typically plenty of tasks to juggle, with careful planning helping to make the entire process more seamless and, therefore, more enjoyable for everyone involved in the planning.

Why do people choose to work with event planners?

Besides freeing up your time, event planners can help your committee to prioritize your spending to maximize your conference budget.

Is a convention private or public?

There are conventions that are held privately as well as open to the public, in a spectrum of sizes—although these types of events, in general, are larger than a typical corporate get-together. No matter what the specifics of your conference or convention may be, what’s most important is to create an event that meets or exceeds your goals for …

Font and Typography

There is a documented psychology behind font choices and how they trigger ideas and emotions. Serif fonts, such as Times New Roman, convey a feeling of class and heritage, making them appear formal. Sans serif fonts, like Arial and Helvetica, convey a straight-forward, simple and no-nonsense attitude.

Color and positioning

Within your brand palette, do you have any secondary colors that provide an interesting contrast? Use these colors to highlight key aspects of your meeting content, make a statement or direct attendees.


Icons have emerged as a popular element of design, particularly on the web, because they provide quick and sometimes complex visual cues quickly while minimizing the amount of text needed. Incorporating iconography into your conference program booklet provides consistent visual cues throughout the book that help direct the reader.


One of the top trends in meeting design for the past several years has been providing a more interactive and collaborative approach to the learning process. Conferences are no longer a place for attendees to simply consume learning; they are active participants. Your conference booklet can help facilitate and promote this approach as well.

Maximize Branding Opportunities Wherever You Can

One of our own fan-favorite program books features a simple, but impactful change from the previous year—we happen to know this because they are also one of our customers. The Council of Engineering and Scientific Society Executives (CESSE) incorporated tabs in their book to make it easy for users to navigate.

Find Inspiration Outside of Your Industry

Some of the most cutting-edge event designs come from cutting-edge conferences, such as Adobe’s 99U and the Facebook Developer Conference. Take a look at how they are presenting program information and then see how you might be able to scale the execution to fit your audience.

How to plan an amazing conference?

To plan and execute an amazing conference or corporate event, you need to first decide specifically what you are trying to accomplish. Ask yourself what type of conference attendee you want to attract, as well as how you can make sure the conference relates to your brand.

Why is it important to start a conference planning process in advance?

It is helpful to review your successes and shortcomings from your last conference and use that information to help inform your planning this time around.

What are fixed costs in conference planning?

There are many fixed costs in conference planning that will inevitably make up the most considerable portion of your event budget. These costs are not typically affected by the number of attendees at your event — they are what they are.

Why is it important to have a keynote speaker?

Securing your main speakers is incredibly important because you can’t effectively build your event schedule and marketing plans without them.

What is conference planning?

Conference Planning: A Step-by-Step Checklist for Success. Conferences are an important part of professional development and business networking for all industries. Bringing people together from all around the world in the same industry to learn and share is essential for innovation. A successful conference can come in all shapes and sizes, …

How is an event date determined?

Most of the time, an event date is determined by a venue’s availability. However, if the date is more important than the venue, you will need to prioritize finding a venue that accommodates that date. Once you have your venue/location and date set, it’s time to rally the troops to make this event happen.

What to do after a conference?

It is so important to document and track all the successes you had and any shortcomings that arose during your event. The more you learn, the more you can improve.

What is the reality of planning a conference?

The reality of planning a conference is that, without any experience, you can lose a lot of time over-thinking each little detail while overlooking more important issues.

How to make a conference plan?

Step 1: Craft a Vision of Your Conference. Every event begins with a vision, but you’ll need to transform your vision into words and numbers in order to measure costs and make informed planning decisions. First, you need to start with the event planning basics like who, what, when, where and why.

How long does it take to organize a conference?

The entire process can take a couple of years depending on the size of the group, but it is conceivable to launch a successful conference in a single year if you can make swift decisions.

What is a conference floor?

Conferences typically feature an exhibition area or convention floor where sponsors and vendors rent space to promote their products. This can be a very lucrative opportunity for your conference if you organize everything well. Keep in mind though that an exhibition area will require a significant commitment of both time and resources, so make sure you are prepared to manage the needs of multiple vendors before you commit to this format.

How to shop for a conference venue?

After you have a more specific idea about when your conference will take place and how many people you want to attend, you can then begin to shop for an appropriate venue. Keep in mind that your venue selection will also determine your catering and audio/visual costs. This is because most conference centers and event hotels require you to use their in-house services for any on-site events.

Why is attendance important in conferences?

Even the most popular conferences must effectively market their event to fill every seat in the house. Attendance is the single most important factor to the success of your event. Good attendance numbers bring revenue and sponsorship opportunities.

Do conference centers require overnight accommodations?

This is because most conference centers and event hotels require you to use their in-house services for any on-site events. Most conferences will need to provide some sort of overnight accommodations for guests traveling from outside the region.

Why do people attend conferences?

Get your conference name badges ready: Networking is a top reason people attend conferences. And in a job search, face-to-face networking is several times more effective than networking online. These events allow people to talk and build connections with those who share their career interests or personal passions—facilitate their success.

What is a successful conference?

Successful conferences come in all flavors and sizes: The multi-day national seminar for fitness professionals, the one-day conference for regional business leaders under 40. But successful conferences all have one thing in common: a planner somewhere who planned early and often for success.

How to deepen your knowledge at a conference?

If attendees are coming to your conference to deepen their knowledge, follow a clear plan to source your content. First, if possible, poll your audience about topics, sub-topics, and depth of subject matter knowledge.

What is the importance of conference app?

A conference app delivers all the benefits of traditional paper-based conference information, while achieving three essential goals:

What to do once the purpose of your conference has been defined?

Once the purpose of your conference has been defined, work on the overall budget. What are the major and minor expenses you will incur? Explore different options for sponsorships that are available and then create a bucket list of all the cost items involved, such as:

Why are conferences important?

As meetings and conferences become increasingly important to drive your business strategy, so does the need for conference management.

What is the need for event planners?

With conferences of all sizes and complexities organized on a regular basis , there is a growing need for event planners to become more adept at conference management. From allocating budgets, optimizing resources, monitoring team members and tasks, to ensuring a smooth onsite experience, you need to oversee the successful execution of the entire project from start to finish.

What is an event?

‘Events’ are an umbrella term used to describe any sort of organized gathering – from corporate meetings and business conferences to even birthdays and weddings. Both conferences and conventions are included under events; however, conventions have a different purpose altogether. They are more informal in nature, have greater participation and interaction than traditional conferences, and cater to specific industries, professions, and fandoms e.g. the London Comic-Con.

Why are speakers important?

Speakers are an important part of your conference and a key factor in attracting more participants . Depending on your budget, shortlist the relevant speakers for your conference and get in touch with them to inquire about their availability.

What is a seminar in business?

A seminar is informative and educational in nature and aims to impart some skills or knowledge to the audience e.g. digital marketing skills, real estate advice, tips on personal finance and investment, etc.

What is a conference?

A conference is a formal gathering of people to discuss a particular subject, which could be academic, business, or political in nature. They are usually paid, closed to the public, and attended by industry experts and keynote speakers who can be celebrities or eminent personalities.

Determine Your Purpose

If you’re planning to host a conference, be sure to identify a concrete theme and then see if there is a demand for that theme from your target audience. You may be involved in certain communities on social media, for example, where you can start to gauge the need/ demand for the type of conference you’re proposing.

Assemble a Team

Having a solid planning committee is one of the most important factors in the success of any event. There are many moving parts and it’s essential to have committee members in place to handle the different aspects of the planning process and ensure that no one member or planner has too much on their shoulders.

Estimate Your Budget and Pricing

Before going any further in the event planning process, be sure to outline a realistic budget for the conference. This will help guide your venue research and gauge whether the proposals you receive and their associated costs will be feasible.

Find a Venue

As soon as you’ve nailed down your conference theme and have set a realistic budget, you should start your conference venue research.

Build Your Website

In order to promote and sell tickets to your conference, you’ll need an event website. When it comes to picking the right online ticketing software make sure that they have event website building functionality.

Solidify Your Program and Speakers

Speakers will be the backbone of your conference. Without them, you will not be able to hold meetings or sessions and capture audience interest. Reach out to potential keynote speakers up to a year in advance and be sure to follow up regularly to confirm their attendance and send regular updates in advance of the event.

Promote Your Event

In order to generate interest in your event and increase registrations, you’ll need a promotion strategy. Be sure to include all relevant details on your conference website, including the conference program and keynote speakers for the event.

How to cater to the common needs of your target audience?

Be prepared with contingency plans and to play it by ear—never lose your cool. Seminars and conferences are great ways to cater to the common needs of your target audience. You can take advantage of its benefits when you know how to conduct seminars and conferences the right way.

Why is it important to have objectives and topics?

The objectives and your topics are very important because these will attract your audience. Your roster of speakers will also depend on them. Research on what your target audience needs to learn, and play to your strengths.

Do speakers have to be celebrities?

Your roster of speakers do not necessarily have to be celebrities, but having influential speakers certainly, won’t hurt.


How It Differs from Other Event Planning

Start with Conference Planning Basics

  • The first part of your conference planning guide should include the basics regarding the conference: 1. Event date and time 2. Event location (if known) 3. Event purpose Include any other known elements, such as alternate dates or number of attendees.

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What’s The Plan?

  • Before getting into planning the various elements of a conference, you have to figure out what those different elements are and where they fit in the overall scheme of your event. So take out a pen and pad, or sit down in front of the computer, and start writing down everything that comes to mind. Don’t worry about listing things in order of importance or in any sort of chronological sequ…

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Select A Venue

  • Once you have determined when the conference is to be held and have an understanding of the overall scope of the event, the next step is to select a venue. Depending upon the size of the conference, you may be able to select one venue for all of your conference needs, from the exhibit hall to meeting rooms, banquet halls, and hotel rooms. If the conference is too large to be acco…

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Think About Attendee Registration

  • Consider the best way for attendees to register for this conference and how you will confirm their registration. You may want to look into creating badges or name tags for the attendees. As you move into registration, be sure to review and update the planning guide. If an event is expected to draw large crowds, then an online conference registration system is the way to go. The system c…

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Exhibitors and Conference Exhibit Halls

  • Exhibition areas are a common feature at conferences, providing an opportunity for sponsors and vendors to rent space to promote their products and services. This is also an opportunity for the conference host to bring in revenue if the exhibit feature is effectively promoted and well received. Depending on the size of your conference, managing the exhibitors and exhibit hall will require a…

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Plan The Conference Details

  • With some of the larger responsibilities tackled, such as conference venue selection and attendee registration, you can shift your focus to planning the particulars of the conference. As is the case with planning an event of any nature, being organized is just as paramount as attention to detail. Now is the time to pull out that long laundry list of to-do items that you put together at the outse…

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