How to put a conference together


4 Ways to Organize a Conference That’s More Than Just Networking

  1. Go niche. What smaller events may be lacking in brand and reputation, they tend to make up in relevance for attendees.
  2. Choose your location wisely. If you decide to hold your conference in San Francisco, New York or another global tech hub the chances are you will be able to …
  3. Put content first. For startups with their eyes firmly set on scaling as quickly as possible, it is easy to look at conferences as “catwalks” where they can strut …
  4. Use tech to maximize engagement and free up time for learning. …
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 create an one day conference?

The Event

  • Programs, badges, and swag items organized and ready to hand out
  • Registration table staff in place, make sure they know the full process, and that check-in goes smoothly
  • Photographer ready and their plan in place
  • Food and beverage plan organized and covered
  • Speakers and moderators know where to be and when

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. …

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…


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.

How do you start a conference event?

How to Organise a Conference: Step-By-Step GuideStep 1: Decide on a theme. … Step 2: Assemble your A-team. … Step 3: Prepare a budget & business plan. … Step 4: Find sponsors & grants [optional] … Step 5: Settle on a date. … Step 6: Book the venue. … Step 7: Arrange catering & other vendors [optional] … Step 8: Line up your speakers.More items…

How do you run a good 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.

How do you plan a one day conference?

last 6 months in the planning conference pathSetup Summit organizing Committee.Find Sponsors.Lock the Venue and Date.Launch a website for the event.Create pages for the speakers, theme, Venue.Then promote your event.

What should be on a conference checklist?

GeneralDetermine conference name and main topics.Determine the location.Set the conference time-scopes (dates)Set the daily start and end times.Create preliminary budget.

What you need for a conference?

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 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.

What is the difference between conference and meeting?

While a meeting is less formal, it is important for a conference to be more formal. This is because a conference is on a larger scale and pre-planned to allow the maximum number of people to attend. The reason for this is usually that a conference is based around a specific subject.

How do you organize an event?

10 Tips for Organising a Successful EventDefine the purpose and format. … Pay sufficient attention to planning. … Draft your budget taking into account unforeseeable situations. … The devil is in the detail. … Check the location and have a plan B. … Allocate responsibilities. … Tell your audience about the event. … Pay attention to service.More items…

What is a conference how it is planned and conducted explain?

A conference is generally understood as a meeting of several people to discuss a particular topic. It is often confused with a convention, colloquia or symposium. While a conference differs from the others in terms of size and purpose, the term can be used to cover the general concept.

1. Start with the Vision for Event Planning

When you want to put together a flawless conference, it needs to start with a vision for your event. Answer the key questions:

2. Set Your Budget

Before you start event planning with a vengeance, you need to know how much money you have to spend. Your budget will determine your venue, your speakers, and even how long your event can last. Setting a budget early in the process can also help prevent you from over-spending later.

3. Refine the Vision: Develop Your Theme

As you get deeper into the planning process, it’s time to start refining your vision and getting a better idea of exactly what to expect at your event. Start refining the vision as you develop your theme.

4. Choose Your Speakers

Your speakers will help draw in attendees and impart the information they most want to hear. Who is available to speak at your event? What will they cost? Make sure to keep your speakers in line with your budget, especially when compared to your other costs.

5. Compare Vendors

Even if your company has ‘always’ used the same vendors for all of your events, this latest conference is a great chance to compare vendors and see what others in the industry have to offer.

7. Market Your Event

No matter how great the details of your event, don’t forget the importance of marketing! You need a solid event website, a plan for spreading the news, and social media posts, emails, and other marketing materials that will help you better spread the word about your event and bring in the visitors you need.

Why do we need a conference?

Conferences are used to bring together people with common interests and discuss issues and ideas relating to a specific topic. Conferences can be held on almost any topic, come in many sizes, and can be run by any number of organizations. In order to be successful, a conference requires intensive time, planning, and resources.

Who is the coordinator of an annual conference?

For many annual conferences, the coordinator is automatically the person in a particular job – the organization’s director or assistant director, for instance, or the chair of the Conference Committee. In other cases, it may be a volunteer, or a staff or board member who has experience or enthusiasm for the task.

What is a conference framework?

The structure and contents of conferences can vary greatly, but a typical framework would include one or more presentations of work and/or ideas about a given topic. These presentations may take the form of lectures, slide shows or films, workshops, panel discussions, and/or interactive experiences.

Where do people stay at grassroots conferences?

Participants at grassroots conferences might stay in local people’s homes, in hostels, or in vacant dorms for little or no charge, or might camp. Conference organizers often agree to pay lodging expenses or to provide a home stay for a keynote speaker and/or other “special guests.”. Fees.

Why do bidders run conferences?

They may also run conferences as funders – bidders’ conferences to help potential funding applicants understand a bidding process, for instance, or conferences to explain new regulations or other important information to funded groups. Coalitions.

What does the Latin word “conference” mean?

The Latin roots of the word “conference” mean, literally, “Bring together. ”. A conference brings together people and ideas. In the cases of health and community work, conferences often have the goal of generating or working toward solutions to problems or broader social change.

What is training conference?

Training conferences. A training conference may be run by a professional association, but is at least as likely to be conducted by an industry or industry organization, a state or federal agency, or a local coalition or initiative.


What Is A Conference?

Why Organize A Conference?

Who Should Organize A Conference?

  • We’ve said that many different kinds of organizations, groups, and institutions might find themselves in the position of organizing a conference. Some of the more common examples are: 1. Professional associations and organizations. These might include associations that represent: 1.1. Academic disciplines (economics, education) 1.2. Licensed or certified professions (psycho…

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When Should You Organize A Conference?

  1. When you want to educate the field, a particular group, or the public about an issue. You might organize a legislative conference to which you invite lawmakers, experts in the field, and practition…
  2. When you want to gather people with expertise to tackle an issue that needs to be addressed, or to work on a problem.
  1. When you want to educate the field, a particular group, or the public about an issue. You might organize a legislative conference to which you invite lawmakers, experts in the field, and practition…
  2. When you want to gather people with expertise to tackle an issue that needs to be addressed, or to work on a problem.
  3. When new work in the field needs to be publicized. A conference is sometimes the best way to get the word out.
  4. When you want to energize or re-energize people about their work. Having the chance to discuss the work with others in the same circumstances, and to remember why they’re doing it are powerful enco…

How Do You Organize A Conference?

  • Organizing a conference involves several phases: 1. Creating an organizing structure – putting together the group of people who are going to organize and run the conference, and planning the ways they’ll work together. 1. Planning the conference. 2. Publicizing the conference and recruiting and registering participants. 3. Running the conference. 4…

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