How to organize a conference


How to organize a conference

  1. Find a co-organizer. Although it’s possible, I would not recommend organizing a conference on your own. …
  2. Select a theme. You wouldn’t think this step is important, but it is. …
  3. Find a venue and set a date. You’ve likely heard that term used before. …
  4. Decide on speakers. …
  5. Secure sponsors. …
  6. Set up ticketing system. …
  7. Market your event. …
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 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

What are the benefits of organizing a conference?

  • You may want to establish the legitimacy of the field. …
  • Feedback from the field or the community may demand it. …
  • A funder may demand it. …
  • You may want to enlist people to advance the field, either through their work or through advocacy. …
  • It’s a matter of prestige, credibility, or credentials for you or your organization. …
  • It’s part of your job. …

How to run a successful conference?

“You need to speak their language and understand their point of view. Looking at all angles and being sensitive to the needs of customers and employees is at the core of every business but especially in a turnaround situation. To get momentum rolling, you have to be able to relate to each other.

How to plan a successful conference?

  • Conference goals and audiences
  • Compensation for speakers
  • Criteria for evaluating proposals
  • Deadline for submissions
  • Date for acceptance/rejection announcements

What is a wikihow article?

How long should a conference session be?

What is a conference?

How far in advance should I start planning a conference?

What is a conference committee?

How many people edit wikihow?

How to organize a conference?

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What are the steps to organize a conference?

How to organise a conference in 10 steps (with templates)Formulate your event strategy. … Embrace conference technology. … Delegate, dammit. … Think through your budget and pricing model. … (Carefully) choose your venue. … Build a website that does your conference justice. … Invite your speakers and authors. … Get your reviewers onboard.More items…•

How do you plan a perfect 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.Final thoughts.

What is important when arranging a conference?

Between arranging for conference space, managing relationships with corporate sponsors, and making sure you sell enough tickets, there are a lot of things to juggle before the big event. One of the most important parts of the planning process is the securing of speakers to participate in your conference.

How would you plan a conference from start to finish?

10 Simple Steps to Plan a Successful ConferenceDetermine the “Why” Sit down with your partners (if you have them) and talk through the end goal of the conference. … Create your wish list. … Draft a budget. … Choose practically. … Work with vendors. … Find speakers. … Set the agenda. … Market your event.More items…

What is conference method?

a method of personnel training in which participants work together in an attempt to resolve typical work-related problems and issues.

How do I host a talking event?

8 Tips to Start Speaking at Events and ConferencesUnderstand the Event Audience. Before you even submit to speak or accept a request, be sure to understand the event audience. … Let Event Organizers Know Early. … Don’t Sell Your Product. … Do Sell Yourself. … Know Your Worth. … Set Yourself Apart. … Engage the Audience. … Publish Your Work.

What are the types of conference?

1.1 Different types of conferenceTypeExamplesConferenceAnnual Conference of the Society for French Studies Biennial Conference of the Society for Italian StudiesSymposiumSpanish and Portuguese Studies Postgraduate SymposiumSeminarIGRS: From Textual to Visual Departmental Research Seminar (Italian, UCL)3 more rows

Conference Planning Checklist | Excel Template | Free Download

Easily manage your events with the help of Conference planning checklist, download in Excel, edit in Google Sheets or Gantt Chart online

8 Conference Planning Tips and a Checklist for Success

2. Give every attendee a leg up on networking . Get your conference name badges ready: Networking is a top reason people attend conferences. And in a job search, face-to-face networking is several times more effective than networking online. These events allow people to talk and build connections with those who share their career interests or personal passions—facilitate their success.

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.

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:

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.

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.

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.

Do speakers read emails?

Speakers, like regular humans, don’t read emails, never know what you want them to do, don’t know how to put a deadline in their calendar, and ask questions that you’ve already told them more than once.

Can you pay speakers without raising ticket costs?

If you can’t afford to pay your speakers without significantly raising ticket costs, then make sure you at least cover all of their expenses (including hotel, dinners, and transportation). Another great option is to share a percentage of the profit you make off of the event with them.

Can you segment email contacts into groups?

People who have attended an event of your s last year. People who have signed up for the event but not yet attended.

Who? What ? Where ? When ? How do we do it? Why ?

The first thing to do will be to answer the following questions: Who? What ? When ? Where ? How do we do it? Why ?

Communication not to be neglected

You may have an impeccable specification, with prestigious guests, but if you neglect communication, then no one will come to your congress.

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.

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 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 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 long does it take to organize a conference?

The entire process can take a couple of years depending on the size of the group, but it is conceivable to launch a successful conference in a single year if you can make swift decisions.

What is a conference floor?

Conferences typically feature an exhibition area or convention floor where sponsors and vendors rent space to promote their products. This can be a very lucrative opportunity for your conference if you organize everything well. Keep in mind though that an exhibition area will require a significant commitment of both time and resources, so make sure you are prepared to manage the needs of multiple vendors before you commit to this format.

What is the reality of planning a conference?

The reality of planning a conference is that, without any experience, you can lose a lot of time over-thinking each little detail while overlooking more important issues.

How to make a conference plan?

Step 1: Craft a Vision of Your Conference. Every event begins with a vision, but you’ll need to transform your vision into words and numbers in order to measure costs and make informed planning decisions. First, you need to start with the event planning basics like who, what, when, where and why.

How to shop for a conference venue?

After you have a more specific idea about when your conference will take place and how many people you want to attend, you can then begin to shop for an appropriate venue. Keep in mind that your venue selection will also determine your catering and audio/visual costs. This is because most conference centers and event hotels require you to use their in-house services for any on-site events.

Why is attendance important in conferences?

Even the most popular conferences must effectively market their event to fill every seat in the house. Attendance is the single most important factor to the success of your event. Good attendance numbers bring revenue and sponsorship opportunities.

Who is Geoff Beers?

Geoff Beers is a former expert for The Balance Small Business. He is a marketing professional with experience hosting and coordinating large-scale events for corporate gatherings and academic functions. Organizing a conference from the ground up requires a tremendous amount of forethought and data gathering.

Why do people attend conferences?

Get your conference name badges ready: Networking is a top reason people attend conferences. And in a job search, face-to-face networking is several times more effective than networking online. These events allow people to talk and build connections with those who share their career interests or personal passions—facilitate their success.

What is the importance of conference app?

A conference app delivers all the benefits of traditional paper-based conference information, while achieving three essential goals:

How to deepen your knowledge at a conference?

If attendees are coming to your conference to deepen their knowledge, follow a clear plan to source your content. First, if possible, poll your audience about topics, sub-topics, and depth of subject matter knowledge.

What is a successful conference?

Successful conferences come in all flavors and sizes: The multi-day national seminar for fitness professionals, the one-day conference for regional business leaders under 40. But successful conferences all have one thing in common: a planner somewhere who planned early and often for success.

What is a wikihow article?

Download Article. X. wikiHow is a “wiki,” similar to Wikipedia, which means that many of our articles are co-written by multiple authors. To create this article, 21 people, some anonymous, worked to edit and improve it over time. wikiHow marks an article as reader-approved once it receives enough positive feedback.

How long should a conference session be?

Sessions can range from 45 minutes to three hours each, depending on the number of presentations and the content.

What is a conference?

A conference is a great way for people with a common interest to get together and exchange the most cutting-edge ideas in their field. Conferences are regular occurrences in academia, many industry fields, multi-level marketing groups, and religious groups, to name a few. If you have decided to organize a conference in your area, …

How far in advance should I start planning a conference?

Start early. You should begin early stages of planning the conference at least eight months in advance, even longer if the conference will have many participants or is large in scope.

What is a conference committee?

A conference committee makes all the decisions for the conference, and having more than one person ensures that you have enough perspectives to make decisions on important issues and that you have enough people to actually pull off the details.

How many people edit wikihow?

wikiHow is a “wiki,” similar to Wikipedia, which means that many of our articles are co-written by multiple authors. To create this article, 21 people, some anonymous, worked to edit and improve it over time. This article has been viewed 152,537 times.

How to organize a conference?

To organize a conference, first you’ll need to choose a location and dates. When you’re reserving a venue, go with something in close proximity to airports, public transportation, and hotels so it’s convenient for your attendees.


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