How can you organize a conference like a pro?

1 Define your goals and budget

Before you start planning your conference, you need to have a clear vision of what you want to achieve and how much you can spend. What is the purpose and theme of your conference? Who is your target audience and how many attendees do you expect? How will you measure the impact and outcomes of your event? These questions will help you define your goals and objectives, and align them with your stakeholders and sponsors. You also need to estimate your expenses and income, and create a realistic and flexible budget that covers all the aspects of your conference, such as venue, speakers, catering, marketing, technology, and contingencies.

2 Choose your speakers and venue

One of the most important decisions you will make as a conference organizer is selecting your speakers and venue. Your speakers are the main attraction of your event, and they should be relevant, engaging, and diverse. You can invite experts, influencers, or practitioners in your field, or use a call for proposals to solicit submissions from potential speakers. You should also consider the format, length, and style of your sessions, and provide your speakers with clear guidelines and expectations. Your venue is another key factor that influences the experience and satisfaction of your attendees. You should choose a location that is accessible, comfortable, and suitable for your conference size, theme, and agenda. You should also check the availability, capacity, and facilities of your venue, and negotiate the best deal possible.

3 Promote your event

Once you have your speakers and venue confirmed, you need to spread the word and attract attendees to your conference. You should create a marketing strategy that covers your goals, target audience, channels, and metrics. You can use various methods to promote your event, such as creating a website, sending email newsletters, posting on social media, writing blog posts, or partnering with media outlets or organizations. You should also create a compelling and consistent message that highlights the benefits and value of your conference, and use a catchy name, logo, and hashtag. You should also encourage your speakers, sponsors, and partners to help you promote your event to their networks.

4 Prepare for the day

As the conference day approaches, you need to finalize the details and prepare for any contingencies. You should create a detailed agenda and program that outlines the schedule, sessions, speakers, and activities of your event. You should also communicate with your speakers, sponsors, venue staff, and volunteers, and confirm their roles, responsibilities, and expectations. You should also prepare the materials and equipment you need for your conference, such as badges, signs, handouts, microphones, projectors, or laptops. You should also have a backup plan in case of any emergencies or changes, such as technical issues, cancellations, or health and safety concerns.

5 Manage the event

On the conference day, you need to manage the event and ensure that everything runs smoothly and professionally. You should arrive early and check the venue, the equipment, and the registration process. You should also greet and welcome your speakers, sponsors, and attendees, and provide them with the necessary information and assistance. You should also monitor the sessions, the activities, and the feedback, and handle any issues or complaints that may arise. You should also keep track of the attendance, the engagement, and the outcomes of your event, and collect data and testimonials for evaluation and improvement.

6 Follow up after the event

After the conference is over, you need to follow up with your speakers, sponsors, and attendees, and thank them for their participation and support. You should also send them a survey or a feedback form to gather their opinions and suggestions about your event. You should also analyze the data and the results of your event, and measure its impact and success. You should also share the highlights, the learnings, and the achievements of your conference, and celebrate your accomplishments. You should also use the feedback and the insights to improve your future conferences and grow your reputation as a pro organizer.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?