How to hold a successful conference


Successful Conference Call Best Practices:

  • 1. Introduce oneself over the phone: While conducting the meeting of any form, a person starts with the introduction of oneself. And even in a …
  • 2. Know all the participants of the conference call:
  • 3. Agenda of the conference call:
  • 4. Highlight the facts:
  • 5. Duration of the conference call:

Friday Finds: 8 Foolproof Conference Planning Tips & a Checklist for Success
  1. Make sure the venue aligns with the event. …
  2. Give every attendee a leg up on networking. …
  3. Build a detailed content plan with unique takeaways. …
  4. Create your conference marketing tree. …
  5. Spare yourself the most common conference planning headaches.


How do you run a successful conference?

How to Run an Effective Conference: The 7 Steps You Need to Follow 1. Work out the key details in advance. 2. Determine what your value proposition is. 3. Choose the perfect venue. 4. Decide the best time to hold your event. 5. Set your budget. 6. Choose your speakers carefully. 7. Find attendees on Facebook. Final thoughts

How to hold a good conference call?

Unlike all the professional meeting, a conference call should be held in a very precise manner. A person holding the conference call should be clear with the content of the meeting.

What do you need to know about attending a conference?

You also need to find out how long the conference will last. Industry consensus suggests that a conference with around 300 participants calls for two full days. Larger, more in-depth conferences may stretch for even longer. Here are some great rules of thumb to keep in mind:

What makes a good conference venue?

Convene is a great example of a venue designed for exactly this purpose, and the venue’s professional staff can help you build the small details into your conference day that will make a difference (hint: Food and snacks matter more than might you think).


How do you hold a good 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 ingredients of a successful conference?

The 9 ingredients of a successful conference todayAn experienced PCO. … An efficient registration system. … A suitable venue. … Catering for your audience. … Highly credentialed speakers. … Reinvigorating team activities. … Breakout training sessions. … An entertainment focus.More items…•

What are the ten steps to Organise a conference?

10 Steps To Organize A Successful ConferenceStep 1: Plan Early. Start planning early. … Step 2: Pick A Theme. … Step 3: Streamline Team Responsibilities. … Step 4: Define your Budget. … Step 5: Finalize the Venue & Date. … Step 6: Vendor Management. … Step 7: Choose the Right Speaker. … Step 8: Target the Right Audience.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 is the difference between conference and meeting?

While a meeting is less formal, it is important for a conference to be more formal. This is because a conference is on a larger scale and pre-planned to allow the maximum number of people to attend. The reason for this is usually that a conference is based around a specific subject.

How do you 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 throw a conference?

Don’t rush your planning. If this is your first conference, it takes time to put one together. … Think carefully about that date. … Budget for your conference. … Think about the venue. … Think about your competition. … Spend time developing your agenda. … Think about your marketing. … Think about sponsors.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 organize an event?

10 Tips for Organising a Successful EventDefine the purpose and format. … Pay sufficient attention to planning. … Draft your budget taking into account unforeseeable situations. … The devil is in the detail. … Check the location and have a plan B. … Allocate responsibilities. … Tell your audience about the event. … Pay attention to service.More items…

Why do we organize a conference?

Conferences are used to bring together people with common interests and discuss issues and ideas relating to a specific topic. Conferences can be held on almost any topic, come in many sizes, and can be run by any number of organizations.

Establish a unique identity or brand

Once you are clear on the overall objectives of the event, it’s important to share what the event is about and why it is important. This can be achieved through clever branding and thematic clarity. Try to create a catchy, easy-to-understand name and logo that draws the attention of your target audience.

Calculate a budget and stick to it

Conferences are expensive affairs, so it’s important to be aware of the exact costs. Identify all possible expenses and categorise them. This could include things like venue, website, insurance, speakers, food & drink, audio-visual equipment, etc. You should also calculate possible income such as sponsorship.

Choose your speakers carefully

It’s no good inviting Tony Blair to speak about recent advancements in feminine beauty products; know your audience and ensure that your speakers are knowledgeable about the event’s subject matter. While star power might increase ticket sales, the wrong choice of speaker will only serve to alienate the attendees.

Get online

Your conference isn’t limited to the dates of the event; adequate online presence before and after the big day can help create conference buzz that will boost brand power. Sending your contacts an online poll or a survey is a good marketing strategy that can help develop your vision and get people talking.

Feedback is essential

Lastly, provide a way that your participants can evaluate their experience. This could be an online survey, a staff meeting, or a suggestion box located at the event. The insight you will gain from people’s opinions will be invaluable towards ensuring that your next conference runs even more smoothly.

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.

Can you stay overnight at a hotel?

When choosing a hotel, guests can also stay there overnight, as needed. Challenges may include having enough conference meeting rooms if you’re holding multiple sessions at one time or want to have breakout spaces. You may need to use their designated caterer, as well.

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 …

How to conduct a successful conference call?

Conducting a successful conference call where in a person holding the main call starts the call and keep adding other participants to it and discuss certain agenda for such conference call. And to hold such conference in a successful manner, a person needs to follow certain steps and they are as follows. 1.

What can a person holding a conference call do?

This can be helpful for those who want to understand new elements added in the conference call. He/ she can access certain applications in the middle of the conference call and this will be kept to oneself without letting others know about it.

What does it mean to introduce yourself in a conference call?

While conducting the meeting of any form, a person starts with the introduction of oneself. And even in a conference call a person holding the phone or a person going to start the call needs to introduce oneself to the other participants.

Why is a conference call agenda important?

Agenda of the conference call: Every conference call is held in a professional and important way to reach all the participants of the call. A proper agenda for such conference is a very vital because a conference call can be held only with the valid reason. It is a very convenient way of attending the meeting.

What does tapping on merge call do?

By tapping on merge calls option, a person hosting the meeting will get connected with other participants of the conference call. This will help a host to be aware of all the new things of the digital world.

What does it mean when you lose your attention during a conference call?

During the conference call, it is possible that a person hosting the conference call may start feeling that he/she is losing the participants’ attention, but if that happens then it is a very downward thing for the hosting person. This means that he/she is not being very interesting during the conference call. This may be a failure of the person who hosted the conference call that he/she was not able to hold the attention of the participants.

What does it mean when a conference call is rejected?

A person hosting the conference call reject an incoming call without being effected in the middle of the conference call. By choosing such option of rejecting call, one can continue with his / her conference call.

When is the best time to attend a conference?

The best days for a conference are Thursday and Friday.

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.

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:

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.

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 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 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!


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