With so many moving parts to juggle, planning a conference can seem like a daunting task. But pulling it off can be incredibly rewarding–both for your organizations and your attendees!
In this comprehensive guide, we’ll walk you through how to plan a conference from A to Z. We’ll cover everything from budgeting and marketing to finding sponsors and speakers to reporting and analytics.
The first key to success is to start early! But how long does it take to plan a conference? That’s like asking “How long is a piece of string?”–the answer varies in each unique case.
Consider the size and scale of your conference to help you determine how much prep time you’ll need. A good rule of thumb is to begin planning a simple conference at least 6 months out and to give yourself a year to plan a large-scale conference with thousands of attendees.
Now let’s look at the fundamental elements you need to consider when planning a conference:
What do you want to achieve with your conference? For example, conferences can provide attendees with valuable knowledge and networking opportunities, but they can also be a great way for your organization to promote your brand and generate leads.
So define whether the purpose is to educate attendees, provide networking opportunities, promote your brand, or generate leads. Start with a well-defined goal and the rest of your plan will unfold more easily.
Who is your audience, what are their needs and how should you tailor your conference to suit those needs? Answering these questions is critical to the success of your conference!
For example, knowing how to plan a business conference is quite a bit different from knowing how to plan an association summit. Focus on communicating the benefits of your specific conference in a way that’s relevant to your audience, so you can maximize attendee registration and participation.
Planning a conference is not a one-person show. Rather than attempting to plan an event on your own, bring together a team of professionals and volunteers you can rely on.
Having a competent and diverse team is critical to your conference’s success. Make sure you understand the skills and experience of each member, assign tasks accordingly, and regularly keep each other updated on your progress!
Ensure your conference aligns with your organization’s branding—this includes your brand elements like logos, colors, and fonts as well as your messaging. A strong, consistent brand image immediately sets the tone for your conference and helps build confidence and trust in your brand among your attendees!
Whether you’re hosting an in-person, virtual, or hybrid conference, tech’s going to play a crucial role. Choose the right event tech tools to help you streamline different aspects of planning and executing your conference, like registration, check-in, networking, panel discussion, and more.
Now that you’ve set up a good foundation for your conference planning, Here’s a list of the 15 things you’ll need to pay attention to when planning a conference:
Your budget will dictate many of the other decisions you make about your conference—remember to establish a budget early on!
Your marketing plan outlines how you’ll reach and persuade your audience to attend your conference. This might include digital marketing channels like email marketing, paid ads, or content marketing on your website.
Event apps and tech can help you with everything from registration, check-in, networking, and more!
Choose a venue that is the right size for your event and has the amenities you need, like A/V equipment and catering facilities. Make sure to have a venue map on display at the event (or in your app!) so attendees can find their way around.
Relevant sponsors can help offset the cost of your conference and provide value to attendees in the form of discounts, free products, or exclusive content.
Exhibitor booths allow companies to show off or demo relevant products and services to attendees.
Speakers are one of the biggest draws for attendees! Invite speakers who are experts in their field and can provide attendees with valuable insights.
These are a great way to provide attendees with in-depth knowledge on specific topics while allowing attendees to interact with each other and network.
Your agenda should outline the schedule of events, including speakers, workshops, and discussion panels, plus time for breaks and networking.
An event management platform like EventMobi brings together many of the steps and tools you’ll need to pull off a successful event. This includes everything from designing a custom event app and simplifying attendee registration to post-conference surveys and analytics.
Make sure you have a smooth and easy registration process set up! If you have a website for your conference, the registration form can be embedded on the event website.
Whether you want a DIY badging solution, on-demand printing at your event, or pre-printed badges delivered in advance, it’s important to figure out badging logistics and choose a solution that fits your budget, event size, and timeline.
What type of check-in experience do you want to create for attendees when they arrive for your event? With the right technology, you can offer a range of hassle-free check-in solutions that get your attendees in the door in a flash–like self-service check-in kiosks or QR code check-in.
Foster attendee engagement with networking tools, gamification, live polls, surveys, and appointment booking.
Make sure you always look into post-conference analytics and reporting to know what’s working and what should be improved.
Now that you have the overview, let’s take a look at the breakdown of these steps to planning a conference!
According to Knowland’s 2023 State of the Meetings Industry, increasing event expenses is one of the biggest concerns for event organizers! Effective conference budget management is essential to prevent financial surprises. Here’s a simple process to plan your conference budget.
For more details on planning a conference budget, check out our ultimate guide to event budgets.
With a strong marketing strategy, you can get your audience to not only take notice of your conference, but to actually register, attend, and participate! Here are a few tips for developing a successful marketing plan for your conference:
If you’re organizing a conference for your association, you can always fold your conference marketing plan into your association marketing strategy!
Conference event planning always involves a choice of venue, ideally a memorable one! Before you start shopping around, make a list of your must-haves and nice-to-haves—that way, you know what you are willing to compromise on, and what needs to be available. This could include:
Not sure where to start looking for venues? Take inspiration from conferences held by other organizations in your space, or look at event listings in your area. Once you’ve narrowed down your options, reach out to your most promising options and compare quotes. Remember to ask about the following:
That’s how to plan for a conference venue that meets all your needs!
Oh, and if you’re wondering how to plan a virtual conference? Think about how you use your branding and event virtual space to make sure even your virtual venue makes an impression on your attendees!
Securing the right sponsors can make or break your event — and the right sponsorship levels can exponentially raise your chances of success!
To secure amazing sponsors for your conference, follow our tips:
Having the right speakers at your conference will captivate your audience’s attention and make your event truly memorable! Here are a few tips to help you book amazing speakers in no time:
And if you’re still wondering how to secure a great speaker, check out these tips on how to successfully find a speaker for your event!
Conference workshops or breakout sessions are key to facilitating important conversations, networking, and skill-building! They break up the pace of the conference day and diversify the attendee experience.
So how do you organize a conference session? Follow our tips:
For more tips on how to plan a conference workshop that works for your audience, check out this list of 36 conference breakout session ideas.
Your conference agenda, or your conference schedule, helps guide your attendees throughout the event. To create a conference schedule, make sure you include the following:
Consider the balance of your conference program and include a mix of keynote speakers, workshops, or panel discussions. Always remember to be flexible and test your agenda beforehand, including running it by your hosts! Things don’t always go according to plan, so be prepared to make adjustments to your agenda as needed.
The right event management tool can take a ton of pressure off your shoulders! Here are a few factors to consider when choosing an event management platform:
Looking for an easy way to plan on-brand, on-budget conferences that your attendees will love? 👀 Book your personalized demo of EventMobi today!
A smooth registration leaves a great first impression on your conference attendees. Here are a few tips for running event registration smoothly:
A smooth and efficient conference badging and check-in process helps you maintain a professional impression in your attendees’ minds.
Here are a couple of tips to ensure your badging and check-in process is as smooth as possible:
One of the simplest ways to manage badging and check-in is by integrating with your event management platform! For example, EventMobi’s drag-and-drop Badge Designer lets you create custom, branded badge designs that you can choose to print yourself, send to a third-party printer, or have printed and shipped right to your door.
Nobody likes a boring conference. With an all-in-one event management platform like EventMobi, there are endless ways to foster attendee engagement at your conference! Some examples include:
Track and analyze your event data so you can measure the success of your conference and improve future events!
With an event management platform like EventMobi, you can track data on attendance, interest, and action. Gain insight into which elements—video sessions, booths, networking activities, or games—were most valuable to your audience and use that knowledge to run future successful conferences.
Conference planning is a complex yet rewarding journey. The strategy you choose and the decisions you make months in advance will shape your success on the event day. By following the tips in this conference planning guide, you can run successful conferences that inform, engage, and impress your attendees!
From huge conferences to smaller meetings, EventMobi makes event management simpler than ever. 🪄 Book your demo today!
