How to host a conference


How to Host a Successful Business Conference.

  • 1. Identify the audience. You need to have a clear idea of who you want to attend your conference before you start planning it. If it is too narrow an …
  • 2. Determine the format of your conference. After you know who you are planning your conference for, you’ll need to figure out how the conference will …
  • 3. Consider the theme. The theme will influence everything else, so you want to decide this issue first. [1] [2] Your theme should reflect the purpose …
  • 4. Define the scope of the conference. The scope of your conference will determine all of your logistical concerns, your choice of speakers, and even …

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.


How to make money hosting a conference?

• You can charge for your time, which is usually limited. Most other businesses you have to pay for the space or equipment and then work to recoup those costs – not with events. People will also pay more to see a live show rather than listening to you online. • Events are fun and more memorable!

How to host a successful conference?

Part 1 Part 1 of 4: Making Initial Preparations Download Article

  1. Identify the audience. You need to have a clear idea of who you want to attend your conference before you start planning it.
  2. Determine the format of your conference. After you know who you are planning your conference for, you’ll need to figure out how the conference will be set up.
  3. Consider the theme. …
  4. Define the scope of the conference. …

More items…

How to host a successful business conference?

  • Putting the building blocks in place. Planning is perhaps the most crucial element. …
  • Systems and software. From video conferencing to streaming services organisations can adopt a variety of platforms. …
  • Catering for the occasion. …
  • Minor pitfalls might be unavoidable. …

How to organize a successful business conference?

How to organize a successful business conference

  • Planning the Event. Probably the most time-consuming part of the event is the planning. …
  • Choosing the Venue. Probably one of the most important decisions you will need to make is the location of the venue for the conference.
  • Organizing Speakers. …
  • Conference Freebies. …
  • Marketing and Registrations. …

How do you host a successful conference?

Friday Finds: 8 Foolproof Conference Planning Tips & a Checklist for SuccessMake 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…

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 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 I host a virtual conference?

10 tips for hosting virtual eventsSet clear goals from the start. … Choose the right platform to host your virtual event. … Choose the right time for your event. … Promote your virtual event. … Develop a clear agenda that includes speakers and timeframes. … Include moderators at your event. … Engage your audience. … Prepare to troubleshoot.More items…

What should I say when hosting an event?

7 Tips for Emceeing Like a ProKnow Your Audience. Knowing who you are presenting to is key. … Prepare and Plan. … Come Out Strong. … Introduce Yourself. … Explain Why the Event is Special. … Add Some Interaction. … Craft a Big Closing.

What makes a good event host?

They should be a people person and love to interact with your guests, allowing them to enjoy an experience they will remember for a long time to come. A host who can make an audience laugh will enhance the whole experience for everyone involved.

What are the things needed in a conference?

12 essential equipment features for conference rooms.Conference table. As the dominating focal point of most meeting rooms, conference tables are kind of a big deal. … High back chairs. … Interactive board. … Digital audio/visual projector. … Sound system. … Speakerphone. … Television. … Wireless system.More items…•

What should be on a conference checklist?

GeneralDetermine conference name and main topics.Determine the location.Set the conference time-scopes (dates)Set the daily start and end times.Create preliminary budget.

What do I need to plan a conference?

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…•

How do you begin a meeting?

The Right Way to Start a MeetingMake the purpose of the meeting clear. … Be specific about the purpose of each agenda item. … Ask people to filter their contributions. … Reiterate any important ground rules. … Head off passive-aggressive behavior. … Decide whether to roundtable.

How do I make a zoom meeting host?

2:1815:04How to Host a Zoom Meeting for the First Time UPDATED! – YouTubeYouTubeStart of suggested clipEnd of suggested clipYou can look in your wherever you normally download your apps it might be called zoom client forMoreYou can look in your wherever you normally download your apps it might be called zoom client for meetings. And might be called zoom cloud meetings. So find the app and download. It now that you have

How does a virtual conference work?

Much like a live conference, a virtual event attends planned sessions, but they receive a link instead of receiving an address to attend.

How long does it take to plan a virtual conference?

Some events can be planned and produced in a matter of weeks, whereas larger corporate events that guarantee ROI for virtual event exhibitors and s…

How long should a virtual event breakout session be?

Keep breakout sessions to 30-45 minutes to maintain audience engagement.

How to prepare for a conference?

Develop a project plan. Your project plan outlines the conference preparations, execution, and followup. Include schedules for meetings and guidelines for communication between project team members, both during preparations and after. Then, set up deadlines for conference preparation, such as when to lock in sponsors or speakers. Finally, set up a preliminary schedule for the event itself with dates and scheduled events.

How to make a conference more successful?

Analyze the feedback. Once you’ve got input from all the stakeholders involved in the conference, you can synthesize the information. Use the synthesis to make your next conference more successful. Combine this information with your own documentation and comments on the conference planning and execution process.

What does a sponsor provide for a conference?

Be sure to also set out the terms of what the sponsor will provide, which might include funding, underwriting, or soliciting attendees for the conference.

How to organize a caterer?

Coordinate caterer’s activities. Work with your caterer (s) to organize their schedule and responsibilities. These might include the set up of dining and refreshment areas as well as clean-up, particularly if there is a speaker presenting during the meal.

Why do sponsors pay for conferences?

Many sponsors are willing to pay in order to get their message in front of a targeted audience, and all conferences are targeted to specific segments of the population.

How to decide the theme of a conference?

Consider the theme. The theme will influence everything else , so you want to decide this issue first. Your theme should reflect the purpose of the conference. This lets attendees know exactly what they will be hearing, seeing, and doing there. Ask yourself:

Why do charitable events have fees?

A charitable event might have large fees for tax deductions or small to enhance attendance and spread the message.

How to run a conference?

Be careful not to have the whole conference run on the shoulders of too few people. Structure a leadership team into subject groups where 1–2 people take responsibility and lead a team for each. Speaker curation, speaker hospitality, sponsorships, design, budget, volunteers, content, PR/social, production, ticketing, legal and more all need the full attention of someone. Subject teams meet as necessary and the entire group should share progress together regularly.

What is the best venue for a conference?

The venue has a huge effect on the psychology and feel of an event, so avoid chain hotels and large conference centres in favour or more interesting and characterful options. Cultural venues are often a good bet here.

What is tribal community event?

They primary purpose is to bring together people who share a common bond over the work they do. In many cases, the attendees don’t meet anyone else that does what they do except at a conference like this.

How many types of events are there?

Jared Spool suggests that there are five types of events. The type you’re creating will play a huge role in determining the program, choosing the venue, and setting the ticket price, among other things:

What is conference program?

A conference program isn’t just a bunch of talks. It must also connect them, and sequence them so they build upon each other and create the momentum that drives the event forward.

What counts as a design conference?

As a design conference, make sure the obvious creative things are well done: branding, badges, schedules, posters, in-house projections, etc. UX professionals are overly critical of such things, they will talk about them during the event, and even if you have an amazingly curated lineup, failure to address those ‘little details’ will skew the people’s perception of the event.

What are some examples of practitioner conferences?

Most practitioner conferences are educational. Academic events: These are conferences aimed at getting publishing credits. Examples are CHI, UIST, and SIGGRAPH. Submissions need to be peer reviewed and published in a volume for the authors to get the credit they need to complete their degrees.

What to do when conference call attendees arrive?

Once your conference call attendees start arriving, it’s time to take a deep breath and start acting as host.

How to end a conference call?

Towards the end of your conference call, wrap up by summarizing the key takeaways from the meeting. And then directly address the following steps: 1 Who is responsible for what? 2 Who owns which project? 3 Which questions still need answers?

Why is muting participants important?

That being said, some experts assert that muting participants serve as an enabler for multi-tasking, so perhaps this tip is more useful when an attendee is presenting content, as opposed to throughout the meeting during open discussions.

What to do if you ask a question in a virtual meeting?

If you ask your virtual audience a question and aren’t receiving any feedback, try acknowledging that the question may have been difficult to understand and rephrase it – and let them know it’s okay to take a minute to think about the answer. Consider utilizing your virtual meeting platform’s collaboration tools, like live polling, chats, and interactive whiteboards to encourage participants to engage without being unmuted.

What should participants receive when attending a virtual meeting?

Participants attending a virtual meeting should receive a link to a video call or a toll-free number to join with.

What devices do business people use to call into virtual meetings?

In today’s business world, professionals call into virtual meetings from all kinds of devices: desktops, laptops, mobile phones, and tablets.

What is a town hall meeting?

Conferences or town hall meetings are a great way to get everyone in your organization together for business updates, goal progression, or strategy decisions.

How do you create a virtual conference strategy?

You will come across many free webinar platforms online. Although they are free, they do not provide all the requisite features needed to host a large-scale virtual conference. Here is a checklist that you must run through before choosing your pick:

What is a virtual conference?

People often confuse a virtual conference with a virtual meeting or a meeting. Generally, virtual conferences are hosted online and include live sessions, panel discussions, demos, and more. The purpose of virtual conferences is lead and demand generation, adoption and retention, brand awareness, and relationship building. While having said is easier than done, pulling off a stellar virtual conference needs planning, presentation and proactivity. The below steps break down the process of hosting a virtual conference online.

How to improve virtual event?

Share your screen and navigate your attendees through your site of software. Finally, make sure to consider how hardware and equipment can improve your virtual event. For this, you might consider investing in an HD webcam as that can mark a stark difference in the results.

How to keep your audience engaged during a live stream?

Relevant content is not enough to keep your audience’s attention at all times. Start taking live polls and surveys during your live stream. This will keep a tab on how engaged are your participants with the event. This will also keep them more involved. Aside from this, enable your own chat messaging options that allow both private and public texts. End your event with a planned Q&A session. Virtual hand raising and audience spotlight tools that show the person asking a question on a video live stream replicate the live Q&A experience even further.

How many industry experts should be on a panel?

Be specific and zero in on a particular niche that you wish to shed light on. It is always recommended to secure a panel of 2-4 industry experts as opposed to one for selecting a speaker line-up. This will give room for more insights, more discussion and your attendees will feel as though they receiving more value because of the varied perspectives.

Do you send a transcript of a webinar?

Most of the webinar tools send out a transcript to the attendees, once the event is over. Do not forget to send out a quick survey, which can be in a ratings-based or a Q&A format to get the right feedback from your audience. Know what did they like and know what could have been done better. To encourage attendees to take the survey, promise to upload responses on social media, or enter anyone who answers the survey into a prize drawing.

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.

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.

How to get started with volunteer conference?

Getting started is simple; you just have to create a custom branded volunteer sign-up form and post it to your conference website. From there, interested volunteers can sign up directly for shifts they are qualified to work.

Why is it important to have a sponsor?

To attract sponsors, it is important to establish all the various events and material available for sponsorship and then create sponsorship packages for your team to send to your list of ideal sponsors.

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 to schedule a 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. After the day’s agenda is complete, consider hosting a dinner at a nearby restaurant or local entertainment such as a tour.

How to get a speaker to appear at a conference?

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. When communicating with a speaker, provide her with ample details so she can customize her remarks to your audience, and make sure you are on top of her travel arrangements and other needs.

How to promote an 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. Consider offering discounts to organizations that send more than one participant.

1. Social Proof the heck out of your website

Our first step was building a website and pushing it to our network as quickly as possible to validate it with real paying customers.

2. Create urgency and FOMO

While our regular tickets were $499, we launched with a limited-quantity Super Early Bird pricing at $299. Our assumption was that if we sold out Super Early Bird pricing within a day, the rest would follow. So we promoted it it aggressively across all channels and accomplished our first goal.

3. Leverage and grow your email list

I can’t say this enoug21`431`42qh, but dedicated emails were the biggest driver of revenue… they generated over 75% of the sales.

4. Leverage your speakers

Combined, our speakers had a social following of over 10 million. So getting them to promote us was huge.

5. Leverage your community

Create a list of all the local accelerators, incubators, coworking spaces, community organizations, meetup groups and influencers. Essentially, a list of everyone who has influence over your target audience.

6. Retargeting

While we didn’t have a blog of our own, we shared a ton of content across email, twitter, LinkedIn, and Facebook, related to our theme written by our speakers and other big influencers. But how do you capitalize on other people’s content?

7. Press

Getting press for your events can be tricky; however, our advantage was it was an event for a local non-profit plus the angle was relevant for local tech press. Simple email pitches to influencers and reporters got us some early coverage.


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