How to hold a conference

image

How To Hold A Conference People Love

  • Don’t accept sponsorships. Sponsors take away from conference experience. …
  • Always put the community first. Who does your conference serve? …
  • Get creative about partnerships. Not accepting sponsors can be limiting, but it can give you the freedom to try something new, without tying your hands.
How to Organise a Conference: Step-By-Step Guide
  1. Step 1: Decide on a theme. …
  2. Step 2: Assemble your A-team. …
  3. Step 3: Prepare a budget & business plan. …
  4. Step 4: Find sponsors & grants [optional] …
  5. Step 5: Settle on a date. …
  6. Step 6: Book the venue. …
  7. Step 7: Arrange catering & other vendors [optional] …
  8. Step 8: Line up your speakers.

Full
Answer

How do you organize a successful conference?

Draft a detailed timeline for your conference that starts early (8AM is reasonable) and ends early (4PM). Schedule a mix of formal speakers, small group workshops, and free networking time. Plan to feed your participants every few hours, either with a full meal or a break snack.

How to hold a conference people love to attend?

How To Hold A Conference People Love 1 Don’t accept sponsorships. Sponsors take away from conference experience. … 2 Always put the community first. Who does your conference serve? … 3 Get creative about partnerships. Not accepting sponsors can be limiting, but it can give you the freedom to try something new, without tying your hands.

What are the considerations when hosting a conference call?

When hosting or participating in a conference call, there are a few considerations and steps that need to be taken in order to ensure that the call is productive and meets the needs of those involved. Firstly, securing a space conducive to a conference call is necessary to ensure that everyone can hear and speak effectively.

What to do after the conference is over?

Today, you reap the fruits of your hard work and get to enjoy the (hopefully) inspiring conference. After it’s all over, you still have a bit of work to do. You should follow up with all the people involved: your team, speakers, volunteers, vendors, and—of course—the attendees. You want to follow up for two main reasons:

image


How do you start a conference host?

In this guide, we’ll go over six crucial steps you should follow when hosting a conference.Step #1: Decide on your goals.Step #2: Gather your team.Step #3: Decide on a budget.Step #4: Setup registration.Step #5: Promote your conference.Step #6: Host your conference.


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 organize a conference call?

10 Steps to Organize a Conference Call:Set a clear meeting agenda. Organize meeting objectives in an outline for a clear path to follow. … Find the best time to meet. … Send a calendar invite. … Find the mute button. … Join early. … Kick off with ground rules. … Ask questions. … Jot down ideas, questions and feedback.More items…


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 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…•


What do you do during a conference?

What to do during a meetingStart meeting on time. Start the meeting promptly on schedule and do not wait for others to arrive. … Ensure quorum. … Review agenda. … Keep discussion focused. … Encourage participation. … Help group come to decisions. … Summarize decisions. … Agree on action plan.More items…


How do I plan a small conference?

Here’s a conference planning guide full of tips to keep you and your team on track:Make sure the venue aligns with the event. … Give every attendee a leg up on networking. … Build a detailed content plan with unique takeaways. … Create your conference marketing tree. … Spare yourself the most common conference planning headaches.More items…


What makes a good conference venue?

Choose a venue that’s close to a variety of accommodation and one where delegates can easily access amenities such as shops, cafes, restaurants, bars and cultural attractions. This is especially useful if the conference is over the course of a few days.


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 create a conference theme?

5 steps to inspire your conference themeThink about your industry. You don’t want to run a conference that’s too similar in nature to your competitors. … Know your audience. Who’s attending your conference? … Tie your theme into the location. … Consider your venue. … Rally around a great tagline.


How do I setup a conference call on my phone?

How do I make a conference call on an Android phone?Step 1: Call up the first person you want to include in your conference.Step 2: Once the call connects, tap the “Add call” button. … Step 3: Find the next person you wish to add to your call and select their contact number. … Step 4: Tap the “Merge” button.More items…•


How do I host a free conference call?

Start Conferencing TodayGet a Free Account. Create a FreeConferenceCall.com account using your email and password. … Host a Conference Call. The host connects to the conference call using the dial-in number, followed by the access code and host PIN. … Participate in a Conference Call. … Add Video Conferencing and Screen Sharing.


How do conference call calls work?

A conference call is a telephone call involving multiple participants. Also known as a teleconference, people invited to the meeting can join by dialing a number which will connect them to a conference bridge. These conference bridges act as virtual rooms that allow several people to host or join meetings.


How do you organize video conferencing?

How to set up your video conferencing system in 3 simple stepsConnect the video system to your room display(s)Pair the video system to your Lifesize account.Make your first 4K video conference call, share your screen in 4K and enjoy the benefit of face-to-face communication.


When a conference call is coming to a close, is it beneficial for all involved?

When a conference call is coming to a close, it’s beneficial for all involved if the leader recaps to-do items that may have resulted. This may include scheduling a follow-up call to address other, tabled issues or next steps to be taken by specific participants as a result of the conference call.


Why is it important to have a conference room?

Firstly, securing a space conducive to a conference call is necessary to ensure that everyone can hear and speak effectively. A closed office or quiet conference room may be best and allow for maximum ease of communication. Having access to any necessary equipment, be it the conference equipment or a computer, is also important.


Why is planning ahead important in a conference call?

Planning ahead is also critical to an effective conference call, as it will help to keep the call on track. Prior to a conference call, organize and have ready any talking points or questions that pertain to the purpose of the call.


Why do businesses use conference calls?

Any business that needs to communicate with multiple people, simultaneously, can benefit from conference calling services; they allow for all parties to be involved, communicate, and listen in order to convey important information.


What is conference calling?

Conference calling is a tool that helps to connect business professionals in a setting that allows for three or more parties to interact and communicate. Whereas traditional phone lines had limited the number of parties that could effectively be involved in a business call or discussion, conference calling has broken down …


What is simulating a conference?

By simulating a traditional conference or boardroom setting in concept, it is an effective way for all necessary parties, regardless of their location, to be active participants in the call and hear the important information being discussed first-hand, not as a brief by a single person after the call has already taken place.


How many people are needed for a conference planning team?

While some items can be combined, a planning team usually consists of three to five people with additional staff as required by the scope of conference. Develop a budget. Develop a budget and stick to it. Decide whether the goal is to break even or produce a profit, and then if there is a specific revenue target.


What is the biggest draw of a conference?

The speakers at a conference are, along with the location, the biggest draw. In terms of attendance, they can make or break the conference’s success. People don’t come for the catering, after all. When choosing speakers, consider the number of speakers, panel members, or hosts needed for conference.


What should a Wi-Fi manager do at a conference?

Unless your conference is smaller than 100 people, the Wi-Fi manager should do nothing else. A social media person, who keeps a flow of tweets, status updates, and posts going for the length of the conference. A doorperson. This can be the same person who conducts registration at a smaller conference.


What happens if you have a narrow audience?

If it is too narrow an audience, you won’t find a market for the conference. If it is too broad, you run the risk of a bland theme that will not hold your attendees’ interest.


Is the Asian American Law Enforcement Conference a demographic target?

The theme can be subject oriented or aimed at a demographic target. For instance, the “Asian-American Law Enforcement Officers’ Conference” is a demographic target, while “Marketing Manuscripts to Independent Publishers” is a subject oriented theme.


Is hosting a business conference stressful?

Hosting an important business conference can be a stressful experience! But it can also be energizing and an excellent way to advance your career. The good news is, most anyone can learn how to organize a successful conference.


Do in-house conferences have fees?

An in-house conference usually has no fees , as expenses are paid by company. A charitable event might have large fees for tax deductions or small to enhance attendance and spread the message. If you’re just starting a small conference, you can’t count on employers paying the costs, so take that into account.


Always put the community first

Who does your conference serve? Considering the attendees will help focus the purpose of the conference and allow you to truly create an event that’s in the best interest of your target audience.


Get creative about partnerships

Not accepting sponsors can be limiting, but it can give you the freedom to try something new, without tying your hands. There can be some friction involved with planning and attending conferences; on one hand you have people who want to come, but can’t afford the admission, hotel, flights, etc.


Paul Farnell

Paul Farnell founded Litmus in 2005 and is the Chief Executive Officer. Today, Litmus is the leading web-based email creation, testing, and analytics company. Prior to Litmus, Paul founded Salted, a small web design company that specialized in blog and user interface design.


How to run a conference?

1. Work out the key details in advance. It’s important to set yourself up for success. So, while the temptation might be to gloss over the finer details of running a conference, you have to take the time to think ahead about how it’s all going to come together — or your event could end up a disaster.


What is the importance of marketing for an event?

Marketing will play a critical role in the success of your event. When it comes to promoting your event and encouraging engagement, be sure to prioritize social media. Facebook groups are especially valuable for this task.


Is a conference a massive undertaking?

Running a conference can be a massive undertaking. And, the bigger the event, the more variables there will be to address, be mindful of and plan for. But we can’t overlook the many benefits of holding an event for your target audience, whether that means giving its members a chance to experience your business in a new way, …


Is celebrity speaker worth it?

Celebrity speakers can also be worthwhile if you have the budget for it. The availability of speakers is another reason to leave plenty of planning time. Not all speakers will be available when you want them. And, it’s always good to be thinking about plan B and even plan C if your dream team doesn’t come together.


2. Create your wish list

In an ideal world, what would your conference look like? Jot down details such as location, speakers, number and quality of participants, food, and fun activities.


3. Draft a budget

How will you pay for your event? Investigate any resources you can use for free (such as donated space) and what you can charge participants to cover costs and still make a profit (if that is a goal).


4. Choose practically

Cost will obviously be a factor in choosing where to hold your event and what services to provide, but so will attendance. You want to select a location that is either in the same city as many participants, or close to it.


5. Work with vendors

Begin working with the service providers of the items in your budget spreadsheet as early as possible.


6. Find speakers

Reach out to your network to identify the speaker (s) who will best help you achieve the conference’s objectives and are within your budget (do not ask or expect professional speakers to appear for free). Review demo videos and talk with people who have heard this speaker before.


7. Set the agenda

Draft a detailed timeline for your conference that starts early (8AM is reasonable) and ends early (4PM). Schedule a mix of formal speakers, small group workshops, and free networking time. Plan to feed your participants every few hours, either with a full meal or a break snack.


8. Market your event

Create a logo and color scheme for your event, and display it on an event website with online registration. Rally your troops to spread the word through e-mail and guest posts in online media targeted to your audience. If appropriate, make use of local event listing websites.


What is the point of a conference?

The point of a conference isn’t just to meet people—it’s to network with people. If you go to a conference with a networking goal in mind, you need to make sure that you stay in touch with people after the conference. Your level of follow up depends on the kind of relationship you want to have with someone.


What are the benefits of attending a conference?

Benefits of attending conferences. There are a lot of potential benefits of attending conferences that go beyond the simple “network and learn from speakers.”. Of course those are important, but there are other benefits that people don’t always consider. For example: Social media content from the conference.


What is one great connection?

One great connection can lead to new job opportunities, partnerships, and content creation. One new idea, if it’s the right one, can change the way you approach all of your work. One great connection can lead to new job opportunities, partnerships, and content creation. Conferences and networking matter. Tweet this!

image

Leave a Comment