How to produce a successful conference


Planning a wise budget will make your event successful. When you organize any conference, you need to remember that your motive might not be to generate profit, but you shouldn’t incur a loss. Stick to your planned budget and spend it wisely wherever required.

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.


How do you run a successful conference?

How to Run an Effective Conference: The 7 Steps You Need to Follow 1. Work out the key details in advance. 2. Determine what your value proposition is. 3. Choose the perfect venue. 4. Decide the best time to hold your event. 5. Set your budget. 6. Choose your speakers carefully. 7. Find attendees on Facebook. Final thoughts

What makes a successful conference website?

Your conference website is the trunk of your marketing tree—it’s easy to spot, supports the entire event, and helps people find what they need. The event website must be optimized for search engines so people will find it online.

What makes a conferences attractive to attendees?

Conferences that draw out-of-town attendees are particularly well-served by the convenience of hotel accommodations, group pricing, and the enhanced networking opportunities of having everyone in one place. 2. Give every attendee a leg up on networking

What makes a good Conference marketing strategy?

Have a logical structure that lets visitors easily find your ‘About’ page, the conference agenda, registration information, a link to tickets, and other important information. Social platforms, email marketing campaigns, and pay-per-click strategies are the branches and leaves of your marketing tree.


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…•

How do I make my conference stand out?

Techniques that will make your conference stand out1) Have a welcome team. … 2) Goodie bags. … 3) Ensure that everything is well-signposted. … 4) Make your staff easy to spot. … 5) Make a special effort with first time attendees. … 6) Ensure that your wi-fi details are easy to find. … 7) Provide plenty of charging points.More items…

What makes a conference interesting?

Make it Interactive If it’s just the speaker doing the talking, the conference can get boring after a while. Instead, make it a two-way interaction, where you ask questions to the participants and let them share their experiences.

How do I attract people to my booth?

7 Ways to Attract Attendees to Your Booth at #ATA2019Promote Your Booth on Social Media. Build pre-event interest by promoting your booth on social media. … Host a Booth Event. A celebrity signing, product demonstration or another booth event can give exhibitors a huge edge. … Offer Something Unique.

How do you get your booth to stand out at a fair?

Continue reading to learn how to stand out at a trade show.Build hype in advance. … Invest in an eye-catching booth design. … Step up your swag. … Create an experience. … Leverage social media to your advantage. … Prioritize follow-up.

How do I make my business event stand out?

7 Ways to Make Your Events Stand Out From the PackDon’t oversell to attendees. … Create “FOMO” urgency on social media. … Overcome obstacles with creative ideas. … Create an experience that inspires loyalty and repeat business. … Have synergy in cross-promotional opportunities. … Use emotion to create memorable experiences.More items…•

How do you get your booth to stand out at a festival?


Establish a unique identity or brand

Once you are clear on the overall objectives of the event, it’s important to share what the event is about and why it is important. This can be achieved through clever branding and thematic clarity. Try to create a catchy, easy-to-understand name and logo that draws the attention of your target audience.

Calculate a budget and stick to it

Conferences are expensive affairs, so it’s important to be aware of the exact costs. Identify all possible expenses and categorise them. This could include things like venue, website, insurance, speakers, food & drink, audio-visual equipment, etc. You should also calculate possible income such as sponsorship.

Choose your speakers carefully

It’s no good inviting Tony Blair to speak about recent advancements in feminine beauty products; know your audience and ensure that your speakers are knowledgeable about the event’s subject matter. While star power might increase ticket sales, the wrong choice of speaker will only serve to alienate the attendees.

Get online

Your conference isn’t limited to the dates of the event; adequate online presence before and after the big day can help create conference buzz that will boost brand power. Sending your contacts an online poll or a survey is a good marketing strategy that can help develop your vision and get people talking.

Feedback is essential

Lastly, provide a way that your participants can evaluate their experience. This could be an online survey, a staff meeting, or a suggestion box located at the event. The insight you will gain from people’s opinions will be invaluable towards ensuring that your next conference runs even more smoothly.

What is the most important thing to do at a conference?

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 the corporate event and satisfies conference attendees.

How to increase conference attendance?

Besides deciding upon your pricing tiers, your ability to increase conference attendance can largely be tied to the depth and effectiveness of your marketing and public relations campaigns. Start early with your marketing, including both broader strategies, such as press releases, to niche techniques, such as the cultivation of specific groups and individuals.

How to communicate with a planner?

Clearly communicate what you want and need and, when you aren’t sure about options, ask. Your planner may come up with creative ideas you hadn’t considered before, whether that’s in connection with the room setup, how meals are served, or something else entirely.

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.

What does an event planner do?

Plus, your event planner can help you to source vendors that fit your conference or convention needs within your budget, negotiating better deals that you might be able to on your own. With all of these issues being handled by a planner, you can focus on enjoying the conference and benefiting from the networking, knowledge being shared, and more.

What are some examples of conference centers?

Conference centers can include, for example, hotels, colleges, and business centers. They often have spaces dedicated for meetings, with tables and chairs, WiFi capabilities, and more. 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.

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.

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.

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.

How to increase engagement before a conference?

To elevate engagement before the conference even starts, encourage attendees to use the app for schedule planning: Include an easy-to-use calendar feature that makes all the necessary info readily accessible. Give people a way to find detailed agenda information, speaker bios, and even a way to submit questions to speakers.

How to keep attendees engaged at a conference?

Once the conference starts, attendees should be familiar with using the app. Keep them engaged with content such as speaker slides and networking opportunities. You might even present the chance to fill out speaker evaluations in-app at the end of each session, with respondents entered for a prize drawing right there at the conference.

What to do after a conference?

After the conference: Supplying contact information so that attendees can easily maintain the connections they made

Why are hotels and conference centers important?

Hotels and conference centers are purpose-built to meet these needs and allow people to concentrate on the content of the proceedings, so don’t discount these traditional venues. Conferences that draw out-of-town attendees are particularly well-served by the convenience of hotel accommodations, group pricing, and the enhanced networking opportunities of having everyone in one place.

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 run a conference?

1. Work out the key details in advance. It’s important to set yourself up for success. So, while the temptation might be to gloss over the finer details of running a conference, you have to take the time to think ahead about how it’s all going to come together — or your event could end up a disaster.

Why do conferences have to be held in hotels?

Many conferences even hold their event in a hotel to allow guests to more easily connect and network after a long day of learning. Removing the barriers to intra-event gatherings is one of the best ways to ensure that your attendees enjoy themselves, build relationships — and ultimately come back.

Why did the organizers build happy hour events?

Organizers also built in networking-happy hour events to ensure attendees could connect with one another, which helped the conference grow into one of the strongest communities in the SaaS industry. This was a direct result of the conference organizers’ knowing who their audience was, and is.

What is a good venue?

A great venue should offer a “hallway” area in which attendees can network during the breaks, as well as be a relatively private area for the event as a whole.

What is the importance of marketing for an event?

Marketing will play a critical role in the success of your event. When it comes to promoting your event and encouraging engagement, be sure to prioritize social media. Facebook groups are especially valuable for this task.

How to promote your event and encourage engagement?

To promote your event and encourage engagement, prioritize social media.

Why do organizations put on events that initially don’t net revenue at all in the short term?

Many organizations put on events that initially don’t net revenue at all in the short term, but do result in long-term sales because of the awareness, authority and credibility built through the audience targeted. Just be sure you decide what you are hoping to gain from your event.

What to do instead of going to a conference?

Instead of just going to a conference in your industry, set up a small event outside of the conference. Tweet this!

What are the benefits of attending a conference?

Benefits of attending conferences. There are a lot of potential benefits of attending conferences that go beyond the simple “network and learn from speakers.”. Of course those are important, but there are other benefits that people don’t always consider. For example: Social media content from the conference.

What is one great connection?

One great connection can lead to new job opportunities, partnerships, and content creation. One new idea, if it’s the right one, can change the way you approach all of your work. One great connection can lead to new job opportunities, partnerships, and content creation. Conferences and networking matter. Tweet this!

What is the point of a conference?

The point of a conference isn’t just to meet people—it’s to network with people. If you go to a conference with a networking goal in mind, you need to make sure that you stay in touch with people after the conference. Your level of follow up depends on the kind of relationship you want to have with someone.

What is the easiest time to connect with new people?

Lunch might be the easiest time to connect with new people.

What to do when you need content for social media?

If you need content for social media, take a picture with the people you meet!

Why is sleep important in a conference?

It’s both, but it’s especially important for conferences because sleep is the first thing that goes out the window.


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