Step-by-Step Conference Planning Guide
- 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 …
- 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 …
- Comparing Venues and Services. …
- 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.
How to organize a successful conference?
How to Organise a Conference: Step-By-Step Guide
- Decide on a theme. Every great conference needs a theme. …
- Assemble your A-team. Chances are, you won’t be organising a whole conference all by yourself. …
- Prepare a budget & business plan. …
- 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.
How do I create a conference in a course?
- Open Conferences. In Group Navigation, click the link for your web conferencing tool. …
- Create New Conference. Click the Add Conference button.
- Add Conference Details. To create a new conference, type a name for the conference in the name field . …
- Invite Course Members. …
- Update Conference. …
- View Conference. …
How do I join a conference?
- Open Conferences. In Course Navigation, click the link for your web conferencing tool. …
- Join Conference. Next to the conference you want to join, click the Join button. …
- Join Audio. To use your microphone during the conference, click the Microphone icon . …
- Audio Test. …
- View Conference. …
How to engage people at a conference?
- Impactful opening
- Presenting last week’s results vs. …
- Quick round of mad, sad, glad
- Work on a team challenge and potential solutions using a variety of techniques
- Interactive learning session
- Work on another team challenge and potential solutions using a variety of techniques
- Set goals for the upcoming week
- Quick round of successes, praise
How do I start a conference?
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…
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.
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 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 do you say at the beginning of a meeting?
Leading a meeting in English“Good morning / afternoon”“Let’s begin”“I’d like to welcome everyone”“Since everyone is here, let’s get started”“I’d like to thank everyone for coming today”
What are the things needed in a conference?
12 essential equipment features for conference rooms.Conference table. As the dominating focal point of most meeting rooms, conference tables are kind of a big deal. … High back chairs. … Interactive board. … Digital audio/visual projector. … Sound system. … Speakerphone. … Television. … Wireless system.More items…•
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.
How an event is planned?
Event planning includes but it not limited to budgeting, establishing timelines, selecting event location, arranging for equipment, acquiring the appropriate permits, planning menus, transportation, developing a theme, hiring entertainment, selecting speakers, managing risks, and developing contingency plans.
How do I plan a small 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 is the purpose of conference?
A conference is a gathering of people with a common interest or background, with the purposes of allowing them to meet one another and to learn about and discuss issues, ideas and work that focus on a topic of mutual concern.
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 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.
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.
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 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.
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.
Is a conference a massive undertaking?
Running a conference can be a massive undertaking. And, the bigger the event, the more variables there will be to address, be mindful of and plan for. But we can’t overlook the many benefits of holding an event for your target audience, whether that means giving its members a chance to experience your business in a new way, …
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.
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 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 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 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 simple networking?
David Fisher is the master of this. Simple networking = great networking. This is a super simple way to network and spread on social. Tagging people in your posts increases the chance that they’ll share it, and people at the conference will be perusing the conference hashtags.
2. Create your wish list
In an ideal world, what would your conference look like? Jot down details such as location, speakers, number and quality of participants, food, and fun activities.
3. Draft a budget
How will you pay for your event? Investigate any resources you can use for free (such as donated space) and what you can charge participants to cover costs and still make a profit (if that is a goal).
4. Choose practically
Cost will obviously be a factor in choosing where to hold your event and what services to provide, but so will attendance. You want to select a location that is either in the same city as many participants, or close to it.
5. Work with vendors
Begin working with the service providers of the items in your budget spreadsheet as early as possible.
6. Find speakers
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.
7. Set the agenda
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.
8. Market your 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.
What to do if no budget exists for a conference?
If no budget exists for your conference, you’ll need to look into conference sponsorship to make it happen. This means you’ll want to be even more careful about defining the event’s purpose, the value it will bring, your attendees’ interests and how sponsors can benefit along with you.
Can a conference be a vacuum?
No conference of any size and impact is planned in a vacuum or by one person – you’ll need to work with your organisation and put together a team of people that will be able to contribute towards making your event work. Usually, this means you need the following groups of people:
Does every conference need a tech focus?
While not every conference needs a heavy tech focus, a slick and streamlined technological experience can often sway the overall experience of your attendees towards the positive. Have a read on some technology trends to explore and have a look at the video below on five tools you can use to spice up your conference.
How does running a conference feel?
Running a conference is a lot of work and emotionally very tiring . Some days you wake up literally paralyzed by fear; other days, you feel invincible. You need to find someone who you can rely on to understand when you get stressed, who can pick up work when you are feeling overwhelmed, who gets excited by your great ideas and who curbs your enthusiasm a bit when you go overboard. Of course, you should provide the same values to your partners. Finding someone you trust to share this experience will be the biggest help you can get.
What to do when an event is finished?
When the event is finished, send out a survey with a prize for a random entry. Give people an incentive to tell you what they think. Find out what you can do better with the next one.
Why is it important to have a theme?
Having a theme helps to unify your ideas, to get appropriate speakers, and to sell and market to the right people. It will also help you to come up with a name. Pick something simple, punchy and on topic. A mission statement will also help you to stay on track and attract your target audience. Here was ours:
Is running a conference a get rich quick scheme?
Running a conference is by no means a get-rich-quick scheme. It’s a lot of work for a very small amount of money, if you’re lucky. If you’re not lucky and you don’t get it right, the worst-case scenario will bankrupt you. There are ways to minimize risks, though.
How to make a conference call on a phone?
To make a conference call on your smartphone, start by calling one of the participants as normal. When the call is connected, tap “add call” and call the next participant. Once they’re on the line, tap “merge calls” to add both people to the same call. Repeat this process until you get the number of people you want on the call, …
How early can you start a conference call?
Start the call. Be on time, or log on to the conference call ten minutes early if possible. Some tools won’t let you log on until the time scheduled and others won’t let anyone communicate until a leader with a special password logs in.
How to add caller on hold?
You can find them in your contact list, or simply use the keypad to dial the number. When that call is established, tap Add Call. The first caller is placed on hold.
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, 30 people, some anonymous, worked to edit and improve it over time. This article has been viewed 864,717 times.
Can you use a conference call with a web conference?
Consider if you want a toll-free number, or if you want participants to pay long distance charges when they call in. Conference calls can also be used in conjunction with web conferences, so participants can view documents or presentations simultaneously while on the call.