How to produce a conference


How to create a conference Sign in to Zoom Events. In the top-right corner, click Create. Click Conference.

How to organise a conference in 10 steps (with templates)
  1. Formulate your event strategy. …
  2. Embrace conference technology. …
  3. Delegate, dammit. …
  4. Think through your budget and pricing model. …
  5. (Carefully) choose your venue. …
  6. Build a website that does your conference justice. …
  7. Invite your speakers and authors. …
  8. Get your reviewers onboard.
Feb 3, 2022


How do I start a conference?

Windows | macOS

  • In the Zoom client, click Meetings.
  • Under the Upcoming tab, select the meeting you want to start; additional options will appear.
  • Click Start.

How to organize a successful conference?

How to Organise a Conference: Step-By-Step Guide

  1. Decide on a theme. Every great conference needs a theme. …
  2. Assemble your A-team. Chances are, you won’t be organising a whole conference all by yourself. …
  3. Prepare a budget & business plan. …
  4. Find sponsors & grants [optional] If you’re financing the conference on your own and are not looking for external sources of revenue, you can safely skip this step.

More items…

How do you organize a conference?

Step-by-Step Conference Planning Guide

  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 …
  2. Creating a Business Plan. Unless your conference is being funded by a grant or organization, you are going to need to map out where your money is coming …
  3. Comparing Venues and Services. …

More items…

How to get a great introduction at a conference?

How to introduce yourself on a conference call

  • Don’t assume everyone knows you. ‘Hi, I’m Jane!’ might work when you’re greeting people face-to-face, but on a conference call, it doesn’t quite work the same.
  • But don’t ramble on…. …
  • Don’t forget your colleagues. …
  • Set out your agenda clearly. …

What is the first step in planning for a conference?

Ask the who, what, where, when and why of your meeting. The most obvious place to begin is by learning who is attending. It’s also helpful to know who planned the event before. If you can speak to the organizer, ask them what worked well and what they’d have done differently.

What is the best way to conduct a conference?

Use these steps to plan a meeting:Determine the meeting’s purpose. … Create an agenda. … Choose the participants and attendees. … Assign roles to your participants. … Set a time and place to meet. … Send an invitation and agenda. … Decide on a decision-making process. … Select the tools and equipment you want to use.More items…

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.

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 7 steps in planning a meeting?

7 Step Meeting ProcessClarify Aim/Purpose.Assign Roles.Review Agenda.Work through Agenda.Review meeting record.Plan Next Steps and Next Agenda.Evaluate.

What are the 4 P’s of effective meetings?

Use this template to identify and explain the 4 Ps required to run an effective meeting: Purpose, Product, People, and Process.

How do you write a conference plan?

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 are the 5 C’s of event management?

The process of planning an event from start to finish may be divided into 5 basic phases, which we have called the 5 Cs. These are Concept, Coordination, Control, Culmination and Closeout. In conceptualizing an event, it is important to determine the following: The WHY of the event.

How do you start a conference presentation?

Follow these steps to start a presentation effectively:Tell your audience who you are. Start your presentation by introducing yourself. … Share what you are presenting. … Let them know why it is relevant. … Tell a story. … Make an interesting statement. … Ask for audience participation.

What are the essentials of a meeting?

10 Essential Ingredients for Effective MeetingsPurpose. Clearly define why the meeting is being held so everyone knows why they are there.Time Frame. Manage to the time allotted. … Context. … Stakeholder Assessment. … Outcomes. … Topics. … Attendees and Roles. … Room Arrangement.More items…•

What is a successful meeting?

An effective meeting brings a thoughtfully selected group of people together for a specific purpose, provides a forum for open discussion, and delivers a tangible result: a decision, a plan, a list of great ideas to pursue, a shared understanding of the work ahead.

What are the three stages of meeting?

There are three stages around meetings: preparation, the actual meeting and follow-up. Neglecting the preparation and follow-up make the actual meeting a waste of time. MeetingKing can help to efficiently manage all three stages.

What are the four steps of meeting?

4 Steps for More Effective MeetingsPrepare.Visualize.Take (efficient!) notes.Define tasks.

What are the four steps needed for conducting a meeting?

4 Simple Steps to Planning a Productive MeetingStep 1: Make Sure your Meeting has a Purpose. First, you need to set a goal for your meeting to ensure that it’s necessary. … Step 2: Prepare the Meeting’s Structure. … Step 3: Avoid Common Meeting Pitfalls. … Step 4: Make Meetings Available Anywhere, Any Time.

What are the three stages of meetings that are important to adhere to ensure successful planning of meetings?

If you structure your meeting planning, preparation, execution, and follow-up around these three basic criteria, the result will be an effective meeting.

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.

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.

Why is it important to keep track of vendors?

It is important to keep track of each vendor’s contract and deliverables to ensure there are no surprises when they start work.

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.

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 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.


Leave a Comment