When you are planning a conference, whether it is for 100 people or 500 people, there will be a lot of planning involved. Therefore, it is so important to have the planning for such an event drawn up months in advance.
However, if you are new in your role and have never planned a conference before, where do you start? What needs to be considered when choosing the venue, the events, and even the speakers?
Before you panic, this article will aim to provide you with a simple checklist to ensure success, irrespective of the size of the conference.
Top 6Facts To Check For Planning A Conference
Select an Appropriate Date and Venue
Consider potential dates and locations that will not conflict with holidays or other well-known events and that will be conveniently located for your target audience. Make sure to reserve the venue early to ensure availability and accommodate logistical requirements. Also, be sure that the venue is somewhere that everyone who intends to plan your conference can get to, so aim for somewhere like The Venue at Friendship Springs.
Set Clear Objectives
Start by determining specific goals and objectives for the conference. The objectives should specify the results that you are hoping to achieve as a result of holding the conference. You should also be looking at what the long-term outcome of the conference will be too.
Choose Inspiring Speakers
Next on the list are the speakers. Invite speakers who are inspiring and knowledgeable of what it is your conference is about and be sure that they are engaging. As you consider potential speakers, be sure to stay up to date on trends and draw from a variety of topics and keep your eyes open on social media for any potential book publications from speakers that you want that may link to your event.
Plan the Agenda and Schedule
You will need to create an agenda that is customized to the objectives of your conference and the audience you are trying to reach. Make sure to schedule lots of breaks for networking and informal conversations.
Promote Your Event
Next, you need to attract people to come to your conference. Utilize a variety of outlets, such as social media, email campaigns, and online communities, to promote and market your event. If you have any other conferences to attend between the planning of this one and its occurring, be sure to promote it as much as you can to ensure good overall attendance.
Provide an Engaging Experience
Design the venue to catch your audience’s attention and encourage participation. Consider offering virtual or hybrid options if your budget allows. Indeed, many venues that are aimed at holding conferences are usually large, stately buildings, which are striking from the outside but are very high-tech on the inside.
Follow Up
The day after the conference, you may be able to take a sigh of relief and may assume that it’s over. Sadly, there is still work to do. You will need to send follow-up emails or surveys to attendees to obtain feedback and measure the success of the conference. As you analyze the feedback, use it to make improvements for any future events you plan.
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