How to host a successful conference

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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 …

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.

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How do I host a successful online conference?

In this post, I offer tips for hosting a successful online conference based off of my own experience as well as experience working with a long list of clients that host virtual conferences. So, let’s get started. 1. Add strong context to your content 2. Make it easy for others to market 3. Mix in meaningful social 4. Use at least some live video 5.

How to plan a successful business conference?

Determine the “Why” Sit down with your partners (if you have them) and talk through the end goal of the conference. Is it to generate revenue? Secure new clients? Get publicity? Keep this goal in mind as you proceed through the rest of the list. 2. Create your wish list In an ideal world, what would your conference look like?

How do you attract attendees to your virtual conference?

If you want to attract attendees, keep them coming back time after time, and grow your virtual conference into a valuable asset for your business, you need to put the right technology in place and take some basic steps to get the most out of the medium.

What are the best days to host a conference?

The best days for a conference are Thursday and Friday. Setting a date will give you a fixed point to count back from to better plan your preparations. Once you know the date, you can start looking for available venues that match your requirements.

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How do you host a great conference?

7 Ways to Host an Awesome ConferenceMedia Partners. The key to building buzz around a conference is notable media partnerships. … Tons of Personal Video Invitations. … Direct Mail Before the Conference. … Twitter and LinkedIn Ads. … Local Industry Groups. … VIP Sponsor Experience. … Ask for Things That Are Out of Reach.


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.


How can a conference be made effective?

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 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 elements for a good conference?

Key Elements of a Good MeetingKnowledge of Your Audience. … Valuable Subject Matter. … Room and Equipment Assessment. … Agenda Organization Planning. … Prepping the Speakers. … Communication With Attendees. … Use of Helpful Visuals. … Rehearsal of Your Presentation.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 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 you host a conference on Zoom?

Meet & Chat tabSign in to the Zoom mobile app.In the Meet & Chat tab, tap the New Meeting icon .Ensure that Video On is toggled .(Optional) Ensure that Use Personal Meeting ID (PMI) is toggled if you want to use your personal meeting room .Tap Start Meeting.


How do I start a virtual conference?

How to run a successful virtual meetingCome prepared: familiarize yourself with the meeting agenda beforehand.Introduce participants to one another at the start of the meeting, if they’ve not already met.Make sure you’re in a quiet location with minimal background noise, where possible.More items…•


How do I host a virtual conference event?

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…


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 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.


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:


Parting Thoughts

And finally, don’t be afraid to go virtual. The world is changing rapidly and you will need to buckle up and pace up with its offerings. As you rebuild your event programs and look to the future, take advantage of virtual events and experiences. Follow these six steps and you are halfway through a stellar virtual conference anyways.


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:


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 tell if your attendees had a good time?

There is no way to tell if your attendees had a good time without asking them. This is when an online survey can help you learn how your event did. Create an online survey that asks questions about specific topics like location, food, session and speakers, and general feelings about your conference.


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 is the best way to differentiate your event as a professional effort?

Providing for clear, competent learner support is one of the main ways you can differentiate your event as a professional effort. And, if you want to position it as a premium offering, you definitely need to provide good support.


What is virtual conference?

In many ways a virtual conference can and should mirror what happens at a face-to-face conference. By having elements like keynote presentations, breakouts, and opportunities for networking, you’ll align with learner expectations and increase the chances that they will take a chance on a virtual event.


What are the criticisms of virtual events?

Mix in meaningful social. One of the typical criticisms of virtual events is that you don’t manage to get the same networking and interaction that you do with face-to-face events.


Why are sponsors important?

Finally, a sponsor’s brand can be valuable in helping to bolster your own brand and the credibility of the event which , again, helps to attract attendees.


What do vendors want?

What most vendors want is a well qualified audience – that is a group of people who clearly possess the characteristics of the vendor’s target customers. If you can offer the chance to get in front of such a group, then you can greatly increase the efficiency of the vendor’s sales process – and that is valuable.


Can you skip a face to face conference?

One of the big advantages of a face-to-face conference is that the attendees are essentially “captive.” Yes, they can skip out on sessions if they need to, but the fact that they are physically present greatly increases the chances that they will participate in most of the experience.


Can you work with vendors as sponsors?

Depending on your business, working with vendors as sponsors may not be a part of your current business model. A virtual conference offers a great opportunity to expand into this area.


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 …


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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