When booking a venue, be sure to inquire about any additional fees and regulations, accessibility, and possible accommodation for out-of-town attendees. Your conference’s theme (If possible, find a venue that reflects it.).The format of your event (How many sessions will be happening at the same time? How many rooms will you need? Where will attendees have a chance to network with each other?).The size of your conference (How many attendees do you expect?).When looking for a venue, consider the following: This will guarantee you’ll find something that fits your goals and vision for the conference. Start with the venue and select your conference dates based on its availability, as opposed to the other way around. If you’re organizing an in-person or hybrid conference, finding a venue should be your number one priority. Let’s dive in! 9-12 Months Before the Conference 1. Use this checklist as a guide, but ultimately, your own timeline will depend on the size and format of your conference, as well as the size of your team. These are roughly broken down by when they should be completed. Now, without further ado, let’s take a look at the 17 steps you need to take to plan a successful conference. Maintain open communication and make sure your team knows that they can ask for help and guidance at any timeġ7 Steps for Planning a Successful Conference:.Share wins and celebrate even the smallest achievements in the planning process.Regularly remind your team about your mission and vision, as well as your objectives for this conference. Set lots of manageable mini-goals and assign mini-tasks.Give everyone clear jobs and set expectations.Here are a few tips to help make sure that doesn’t happen: Your planning committee might feel overwhelmed, stressed, or even burned out by the process. Planning a conference is a big undertaking and can often last an entire year. How To Keep Your Team Motivated When Planning a Conference How much money do you have to spend on this conference? Will you be looking to offset some of your costs with sponsorships? Where can you save money and where do you need to spend a bit more? (For example, a great keynote speaker will be well worth the cost.) Will it be in-person, virtual, or hybrid? How many days will it last and how many sessions will you offer? 5. Your theme can be seasonal, related to a current trend, or the general landscape within your industry.Īlso think about the format of your conference. Your conference doesn’t necessarily have to have a theme but it can help you tie everything together and put on a cohesive event. Who is this conference for? Who would be interested in attending and what would they gain from it? Answering these questions will help you better promote your conference and attract the right kind of ticket buyers. What are you hoping to achieve with this conference? How many attendees, new contacts, or new members are you hoping to gain? How much revenue are you looking to generate? 3. Who will be involved in organizing this conference? Who will be responsible for what? If you don’t have enough staff members who can dedicate their time to planning this conference, can you assemble a volunteer committee? 2. Before You Start Planningīefore you actually start planning your conference, there are a few essential decisions you need to make and tasks you need to complete: 1. Most importantly, creating a conference plan is not a one-and-done activity - it’s a collaborative effort that needs to be regularly reviewed and updated as necessary. It covers everything you need to do before, during, and after the conference. It includes clear goals, milestones, and timelines for achieving them. Here’s Your FREE Conference Planning ChecklistĪ good conference plan is detailed, yet highly organized and easy to follow. Just fill in the form below to grab your copy. Looking for a checklist you can use for your conference planning?ĭownload our FREE conference planning checklist. From finding a venue to hosting your post-mortem meeting, we’ll cover every step. That’s why in today’s post, we’ll be going over everything you need to know to plan your best conference. If you’re considering hosting a conference, we say go for it - it’s an amazing way to offer professional development to your community, provide them with networking opportunities, and grow your own presence in your industry.Įvery successful conference starts with a well-thought out plan.
0 Comments
Leave a Reply. |
AuthorWrite something about yourself. No need to be fancy, just an overview. ArchivesCategories |