How to plan an international conference


How Do I Plan an International Conference?

  • Translators . The venue may have their own multi-lingual staff to handle guest issues, but the event should have its own…
  • Agenda . Concurrent events can be scheduled without regard to relative position, but events scheduled one after the…
  • Day-long Events .
  • Equipment . Communications are crucial. Presentations must be as…

Planning an International Conference
  1. Start promoting as soon as you can. Every event professional knows that the sooner you start organising an event the better. …
  2. Pick your speakers carefully. …
  3. Promote the international aspect. …
  4. Make the schedule worth their while. …
  5. Cross-promote. …
  6. Don’t send blanket email invites. …
  7. Catering.


How do I plan a conference?

Conference Planning Guide Step 1: Craft a Vision of Your Conference Step 2: Creating a Business Plan Step 3: Comparing Venues and Services Step 4: Recruiting and Managing Registrants Step 5: Planning On-site Details Step 6: Exhibition Management Tips

What do you need to host an international conference?

Food – Setting up a hospitality room in a conference area or a suite of rooms is always a good idea. Offer finger foods and non-alcoholic drinks in a comfortable, informal setting where guests can mingle and network until late into the night. Translators – For an international group, translators are a must.

What is the conference planning guide?

The conference planning guide acts as a blueprint for planning any conference. Customize and modify the guide based on the event you are planning and keep it close at hand. When prepared and used properly, it will soon become your most valuable conference planning tool. Start With Conference Planning Basics

When is the best time to plan a conference?

Never plan a conference during the weekend. For most participants, attending a conference is a part of their job, so schedule it during the workweek. Try to aim for the end of the week, so that traveling attendees get the chance to stay behind and sightsee during their time off.


How do you organize international conferences?

Steps to organize a conferenceDefine the purpose and format. … Pay sufficient attention to conference planning. … Choose the right date and location for your conference. … Draft your budget. … Book a venue for your conference. … Make a team and allocate duties. … Know your speakers. … Conference registration.More items…•

How do you plan an international event?

Top 5 Tips for Planning International EventsResearch the country’s customs. … Account for the time difference and response times. … Prepare for travel. … Understand event vendor’s and venue’s procedures and terminology. … Find a local resource.

How do you plan for a 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 are the three considerations in organizing an international event?

Location, location, location. One of the first challenges when launching a new conference or event, is choosing the right location.

What is conference how it is planned and conducted?

A conference is a gathering of many people who talk about a specific subject or topic. People meet to confer about a theme. All the people who attend have a common interest. It is not the same as a convention, which is typically much bigger and consists of delegates who represent various different groups.

How do you plan and stage a conference and seminar?

8 steps to organise your seminar!Know your goals. Defining the seminar’s goals is a critical first step. … Define who your attendees are. … Make budget forecasts. … Choose the right date. … Find a suitable venue. … Use an online registration solution. … Organise activities. … One guiding principle: Communication.

How much time does it take to plan a conference?

around 12-14 monthsWhether it’s building a realistic event budget or delegating important tasks to the right people on your organising committee, your conference planning checklist will help you make sure you’re not missing a beat. Most academic and association conferences take around 12-14 months to plan.

What are the 5 W’s in event planning?

The 5 Ws of Events: The quick guide to planning for a successful…Who– Who is your target audience? … What– What is the main take away for this event? … When– When will this event take place? … Where– Where is your event going to take place? … Why– Everything you do for your event will have a purpose.

How do you organize 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…•

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 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, …

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.

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.

Why is it important to start a conference planning process in advance?

It is helpful to review your successes and shortcomings from your last conference and use that information to help inform your planning this time around.

Is conference planning variable or fixed?

There are a lot more variable costs than fixed ones when it comes to conference planning. Variable expenses are all the extra things that depend on your number of attendees, marketing costs, and all the extra touches that make your event unique.

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.

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 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.

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.

Do conference centers require overnight accommodations?

This is because most conference centers and event hotels require you to use their in-house services for any on-site events. Most conferences will need to provide some sort of overnight accommodations for guests traveling from outside the region.

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.

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:

What is required to plan a conference?

Updated August 22, 2019. Planning a conference requires a skill set that includes incredible organizational skills, the ability to multitask, energy, creativity, business savviness, interpersonal skills and attention to detail. It also requires a comprehensive conference planning guide that will not only keep you on schedule …

What should be included in a conference planning guide?

The first part of your conference planning guide should include the basics regarding the conference: Event date and time. Event location (if known) Event purpose. Include any other known elements, such as alternate dates or number of attendees.

What is conference planning?

Conference planning is different from other types of event planning and includes additional steps. Conferences tend to be large-scale events that typically take a year or more to plan. Your to-do list may include selecting a venue, booking hotel rooms, setting up online registration, securing speakers, arranging hospitality suites, …

How to plan a conference marketing plan?

Plan a conference marketing plan. Start at the beginning and go from there. For every detail that must be tended to include a follow-up to be sure that contracts are signed and received. As the conference date nears, your action items will include short-term tasks such as: Select color scheme and decor.

What is the key to a successful conference?

Organization is Key to a Successful Conference. Melanie Woodward wrote about event planning for The Balance Small Business, and is the creator of the popular Event Planning Blueprint. Planning a conference requires a skill set that includes incredible organizational skills, the ability to multitask, energy, creativity, business savviness, …

Why do we need exhibition areas?

Exhibition areas are a common feature at conferences, providing an opportunity for sponsors and vendors to rent space to promote their products and services. This is also an opportunity for the conference host to bring in revenue if the exhibit feature is effectively promoted and well received.

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.

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 …

What is the purpose of international conferences?

One of the main purposes of international conferences is to meet collaborators, lecturers or presenters whom you support, with whom you associate and who motivate you . Trust your expertise, know their history, current pursuits, works, to conceive good discussions.

Is a conference a waste of time?

Conferences can be very fruitful and enjoyable or totally unbalanced and a waste of precious time and money. The investment in time, journey and energy required to attend international conferences makes it even more critical to plan for your departure so that you do not get caught up in interruptions at the very last minute or worse, …

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.

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.

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:


Leave a Comment