How to run a conference

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How to Run an Effective Conference: The 7 Steps You Need to Follow.

  • 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 …
  • 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.

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

Full
Answer

How much does it cost to run a conference?

The cost for the purchase of furniture and gadgets (flat screen TVs, sound systems, telephone, printing machines, computers, tables and chairs et al) – $40,000. The cost of purchase and installation of CCTVs – $15,500. The cost for building and hosting a website – $600. The cost for opening party – $20,000. Miscellaneous – $50,000.

How to run an effective Conference?

Start by considering:

  • What are your goals for your event? What do you hope to achieve?
  • Who is this event for? Why will these people attend?
  • When and where will the event take place? What should a ticket cost?
  • How much will the event cost? What is your budget?
  • Who is going to speak at your event? How will the schedule be organized?

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…

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How do you conduct 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…


How do you host a successful conference?

Friday Finds: 8 Foolproof Conference Planning Tips & a Checklist for SuccessMake 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 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 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 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.


How do you start a conference host?

In this guide, we’ll go over six crucial steps you should follow when hosting a conference.Step #1: Decide on your goals.Step #2: Gather your team.Step #3: Decide on a budget.Step #4: Setup registration.Step #5: Promote your conference.Step #6: Host your conference.


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.


What are the 7 stages of event planning?

7 Steps to event planning successDefine your objectives. Always ask yourself beforehand ‘What are you hoping to achieve from this event? … Choose your location. Make sure that your location aligns with your objectives. … Set a date. … Create a plan. … Issuing invitations. … The day of the event. … Evaluate.


What are the five job responsibilities of an event manager?

ResponsibilitiesPlan event from start to finish according to requirements, target audience and objectives.Come up with suggestions to enhance the event’s success.Prepare budgets and ensure adherence.Source and negotiate with vendors and suppliers.Be in charge of hiring personnel (DJs, waiters etc.)More items…


How do you plan a conference timeline?

You should begin planning your conference at least 6 months in advance.6 MONTHS AWAY. Roles: Consider which tasks your team will be handling. … 3 MONTHS AWAY. Vendors: Confirm the date with each of your vendors. … 1 MONTH AWAY. Catering: Confirm your catering order.


How do you create a conference theme?

5 steps to inspire your conference themeThink about your industry. You don’t want to run a conference that’s too similar in nature to your competitors. … Know your audience. Who’s attending your conference? … Tie your theme into the location. … Consider your venue. … Rally around a great tagline.


What makes a good event host?

They should be a people person and love to interact with your guests, allowing them to enjoy an experience they will remember for a long time to come. A host who can make an audience laugh will enhance the whole experience for everyone involved.


How do I host a small conference?

How to organise a conference in 10 steps (with templates)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.More items…•


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.


When is the best time to attend a conference?

The best days for a conference are Thursday and Friday.


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.


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:


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 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.


How to tell if your attendees had a good time?

There is no way to tell if your attendees had a good time without asking them. This is when an online survey can help you learn how your event did. Create an online survey that asks questions about specific topics like location, food, session and speakers, and general feelings about your conference.


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 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, …


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 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 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 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 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.


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 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.


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.


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.


1. Share an agenda in advance of the call

On that agenda, include anything that people should know. For example, is it a phone call or a video call? Who will be on the call? What is the purpose of the call? How long will it last? What is the dial-in information? Abbajay says the agenda should outline the objectives for the call, as well. “Let’s say we’re going to plan a party.


2. Master the technology

Whether you’re using a dial-in number, a video service or calling from a device in the conference room, make sure you know how to use it.


3. Send a notification, call in early and take control right away

Abbajay says that whoever’s leading the call should schedule a notification to go out to participants 15 minutes before the meeting begins, so that the dial-in info is at their fingertips.


4. Set the ground rules

Before the meeting progresses, it can be helpful to set ground rules. Brownlee, for example, empowers participants in calls to chime in—literally—if someone is rambling or gets off topic: she tells them to hit the # sign on their phone keyboard.


5. If a connection is bad, say something

When someone has a static-y connection, is in a loud environment or their phone keeps cutting out, it’s frustrating and annoying for everyone on the call. Abbajay says it’s necessary for the leader to intervene.


6. Be respectful of people’s time

If a person isn’t needed for the entire call, Brownlee makes sure to allow them to participate in the beginning and then hop off when their portion is done.


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.

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