How to create a conference program


Tips for Building a Conference Agenda.

  • 1. Conduct Pre-Event Surveys. Before you can even come up with a schedule for your conference, you’ll need to know what it is your attendees will want …
  • 2. Offer Exposure to Sponsors.
  • 3. Make the Conference Social Media-Friendly.
  • 4. Facilitate the Engagement Between the Attendees and the Conference.
Tips for putting together a conference agenda
  1. Decide on a conference theme. …
  2. Conduct pre-event surveys. …
  3. Recruit speakers. …
  4. Create interactive sessions. …
  5. Organise sessions by tracks. …
  6. Communicate the agenda to conference talent. …
  7. Include the agenda in your event app.
Jun 14, 2019


How do I start a conference?

  • Start a conference call by introducing yourself and anyone else on the line
  • Briefly state the purpose of the meeting and get into the meat of the call quickly
  • Coordinate the speaking order before the call
  • Guide the discussion by keeping the team on topic and off tangents
  • Send out a brief call summary after the call

How to organize a successful conference?

How to Organise a Conference: Step-By-Step Guide

  1. Decide on a theme. Every great conference needs a theme. …
  2. Assemble your A-team. Chances are, you won’t be organising a whole conference all by yourself. …
  3. Prepare a budget & business plan. …
  4. Find sponsors & grants [optional] If you’re financing the conference on your own and are not looking for external sources of revenue, you can safely skip this step.

More items…

How do you organize a conference?

The conference intends to mark the birth centenary of Bangabandhu and the Golden Jubilee of Independence The University Grants Commission (UGC) will organize an international conference on the fourth industrial revolution from December 10. The two-day …

How to get a great introduction at a conference?

How to introduce yourself on a conference call

  • Don’t assume everyone knows you. ‘Hi, I’m Jane!’ might work when you’re greeting people face-to-face, but on a conference call, it doesn’t quite work the same.
  • But don’t ramble on…. …
  • Don’t forget your colleagues. …
  • Set out your agenda clearly. …

How do I start my own 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…

What are the stages of a conference?

The Stages for Organising the Conference EventThe Stages for Organising the Conference Event. … Stage 1 – planning. … Stage 2 – preparation. … Stage 3 – implementation. … Stage 4 – finalising things.

How do you plan 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 best way to prepare for a conference?

The steps you typically need to take for preparing for a conference are:Plan well in advance. … Form an organizational team. … Define what the conference is attempting to achieve. … Create a business plan based on the available budget. … Pick a date. … Choose an appropriate venue. … Book your speakers. … Create a conference schedule.More items…

How do you plan a conference timeline?

You should begin planning your conference at least 6 months in advance.6 MONTHS AWAY. Roles: Consider which tasks your team will be handling. … 3 MONTHS AWAY. Vendors: Confirm the date with each of your vendors. … 1 MONTH AWAY. Catering: Confirm your catering order.

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.

What are 4 things that you need to consider before the conference starts?

What to do Before Attending a ConferenceMindset, Attitude, Energy. … Documents, Schedule, Sessions. … Meeting Specific People. … Cards, Handouts, Branding Statement. … Opening Questions, Conversation Starters, Chit Chat. … Random Time. … Social Media Strategy. … Content Marketing Plan.More items…•

How do you organize an event?

How to Plan an Event: a Complete GuideDevelop Your Event Goal and Objectives.Organize Your Team.Recruit & Train Volunteers.Establish Your Budget.Set the Date. Planning an event right now? Download our Event Planning Checklist here.Create an Event Master Plan.Choose Your Event Software.Book Your Venue.More items…•

What are the three stages of meeting?

There are three stages around meetings: preparation, the actual meeting and follow-up.

What are the four steps of meeting?

4 Simple Steps to Planning a Productive MeetingStep 1: Make Sure your Meeting has a Purpose. First, you need to set a goal for your meeting to ensure that it’s necessary. … Step 2: Prepare the Meeting’s Structure. … Step 3: Avoid Common Meeting Pitfalls. … Step 4: Make Meetings Available Anywhere, Any Time.

What are the three stages of meetings that are important to adhere to ensure successful planning of meetings?

If you structure your meeting planning, preparation, execution, and follow-up around these three basic criteria, the result will be an effective meeting.

What are the different types of meetings?

7 different types of meetingsDecision-making meetings. These are called when an action needs to be taken by a group.Problem-solving meetings. … Team-building meetings. … Brainstorming meetings. … One-on-one meetings. … Quarterly planning meetings. … Check-in meetings.

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.

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, …

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.

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.

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 to do if your conference isn’t free?

If your conference isn’t free to attend, you’ll want to settle on the right price. On the one hand, the conference fees should help cover your costs. On the other hand, you don’t want to price interested attendees out and end up with a half-booked conference.

How long before a conference should you have an agenda?

Now that the key elements are in place, it’s time to shape them into a detailed agenda. Ideally, you want your agenda to be in place at least four months before the conference starts.

When is the best time to attend a conference?

The best days for a conference are Thursday and Friday.

Is it necessary to reinvent the wheel to organize a conference?

The truth is, even though organising a conference is a demanding endeavour, you’re not the first one to face it. There’s no need to reinvent the wheel. It’s all about following a few specific steps. We’ve prepared this top-level guide on how to organise a conference.

Do you have to put together a budget for a conference?

Whether your conference is funded by sponsors or not, you’ll have to put together a budget. You need to know where your money is being earned and spent. Having a budget will also help you set the price for participating in the conference. Here are the most common items you’ll want to budget for:

Basic Information tab

Create Conference for: Use the dropdown menu to select the Hub the conference will belong to.

Conference Profile tab

An image size of 744×488 pixels is recommended. Only a JPG/JPEG/PNG file not exceeding 10MB can be used.

Agenda tab

A sample CSV file is available for download, which you can fill out with your agenda and then upload.

Expo tab

For more information, please visit the Support article on how to manage Expo.

Advanced Options tab

Note: Attendees will only be able to use the Zoom products enabled on their account to communicate.

What to take into account when planning a conference?

Since you’re planning a conference budget, you’ll need to take into account the amount of speakers that will be participating and the activities that you’ve planned out for the people that will be attending.

How to create a conference agenda?

So here are a couple of tips that should help you create a conference agenda: 1. Conduct Pre-Event Surveys. Before you can even come up with a schedule for your conference, you’ll need to know what it is your attendees will want to learn. A good way for you to gauge the different kind of sessions that your conference should hold is to ask for …

Why are event organizers always thinking of creative ways to provide value to their sponsors?

Since the program is always going to be viewed all throughout the conference, the sponsors will see this as the perfect opportunity for them to showcase their brands to the people.

How to get people interested in your conference?

There millions of people using social media every single day and that’s perfect if you want to generate interest for your conference.

What does it mean to have a conference?

In the event that a particular organization wishes to hold a serious discussion regarding certain matters, then that would mean they would have to create a conference. While the type of conference samples to be held will depend entirely on what topics or activities have been planned out, the organizers will need to convey simple schedule of the entire event to the people that wish to attend.

What should I tell people at a conference?

2. The Speakers. A conference is an event where a lot of formal discussions are going to take place.

Do you need to mention other companies sponsoring a conference?

Unless your organization is the only one handling all the expense tracking, you’ll need to provide a description of all the other companies or people that are sponsoring your conference. You’ll have to mention them as they are the ones that are providing the funds which allow you to run the conference in the first place and not recognizing them for that can lead to some very big problems in the near future.

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.

2. Conference Schedule In PDF

Use this template to create a professional conference schedule that enables you to steer clear of any confusion. This template will enable you to create a well-planned document that you will use to plot scheduled socials and talks accordingly. It is highly customizable, and easy to edit using common programs like Word and Excel.

3. Annual Conference Schedule

Use this annual conference schedule template to create your meeting schedule in an instant. Available in A4 and US letter sizes, the template is easy to edit and uses standard business fonts. Just open and edit the document using a common application like Word, Excel, Numbers or even Pages. You can download it anytime and anywhere.

4. Sample Conference Schedule

With this template, you can be sure that you will never double-book again. Available in several different file formats such as Ms Word, Numbers and Pages, this template is comprehensive and leaves you with very little work of only filling in the blank spaces. It is easily editable and customizable.

5. Weekly Conference Schedule

This is a highly effective weekly conference schedule template that’s easy to use and at the same time highly customizable. It is supported by a wide range of file formats such as Pages, Numbers, Word and Excel among other things. Editing the file is pretty easy, as you do not need a special program to do so. Download the template today!

6. Pediatrics Weekly Conference Schedule

Uses this downloadable pediatrics weekly conference schedule to prepare an original document that will enable you have effective meetings. The template, which is highly customizable and editable, features standard business formats and comes in US size letters and in A4 size.

7.Hand Conference Schedule

Use this downloadable template to create a schedule that avoids having disputes over meeting places and times. Available in PDF file format, the template is available on the go. It is fun editing this template because you don’t need special skills or program to do so. Download the template today and see how easy creating a template is.

8. Mini Conference Schedule

Arranging a conference schedule is no mean feat. If you are the person in charge, this template will make your work a lot easier. Just download the document in PDF and edit as you wish. Customize the document by adding your company name and logo and then share online or print to easily disseminate information.


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