Organizing a business conference can seem intimidating, but as long as you plan ahead and remain organized, your conference can be a huge success. If you want to make sure you have everything in place for things to run smoothly on the day, then take a look at the following post we’ve put together. We’ve listed some of the key things to include when planning your conference, so keep reading to learn more.
Have a Budget Plan In Place
In order to make sure your finances stay on track, you need to have a budget plan in place. This should include all components of the day, from bigger payments such as the venue to smaller payments such as table decorations. Once you have a list of all the things you need for the day, start contacting different places for quotes so you can form an estimate of the expected cost. This will allow you to start building an idea of how much the conference will cost. You can prioritize the amount you’re willing to spend on different areas of the conference and start forming a clear budget plan. Following your budget plan closely will help make sure you don’t run out of funds, and you don’t have to miss out on anything you want to include in the conference. Make sure your budget plan is realistic and consider whether you may require sponsors to help fund your event.
Creating An Event Plan
A clearly constructed plan for your event is essential in order to make sure everything runs smoothly, so you’ll need to make sure your event plan includes all the details for your conference. You’ll need to note all the services and guest speakers you’re booking with for the conference and their contact details. You’ll also want to note the number of guests attending and how they will be accommodated for. Have a detailed timeline listing when all the different sections of the day will be taking place, such as speakers, breaks, and networking times. Be sure to follow your event plan to the dot on the day to make sure everything happens according to plan and no mistakes or clashes happen.
Forming A Guest List
You can have an open invitation for your conference that you advertise publicly, allowing people to order tickets for it. However, you may have certain people you want to invite, so you’ll need to form a guest list. This could include audience members attending the event and the guest speakers you want to book for your conference. Be sure to send out formal invitations via traditional paper invites or other more ecological options such as email or text message invitations. Whether you choose traditional or digital invites, make sure they match the theme of your conference and look professional.
Booking A Venue
If you’re holding your conference on another site other than your business premises, put plenty of thought into the venue that would be right for you. The size of your venue could be the most important aspect, as it needs to be big enough to hold all the guests attending, but not too big that it feels empty. Also, consider the location of the venue and whether it’s convenient for the guests attending. Explore whether other similar conferences to your own are already using it and whether this would cause a clash. Explore whether your chosen venue provides the right kind of amenities for your conference. For example, if you want a bar to serve drinks during breaks and networking, does it have one?
Catering
If the venue you choose doesn’t provide on-site catering, you will need to make sure you book your own so your guests are provided with refreshments. Whether these are light snacks and drinks, or full 3-course meals, make sure all your guests are provided for and their dietary needs met.
Booking Speakers
The speakers you book for your conference will be the main focus of the event, so be sure to book speakers that can provide your guests with the knowledge and inspiration they’re looking for. Some speakers may be fully booked or too expensive to attend, so be sure to have plenty of options in mind. For this, you’ll need to conduct plenty of research into guest speakers that specialize in the subject your conference will be focusing on.
Marketing The Conference
Once you have all the plans and bookings in place for your conference, you need to start marketing it and gaining interest. While you can use traditional marketing such as banners, leaflets, and newspaper/magazine advertisements, social media, and digital marketing are the best place in this day and age. Social media also has the added benefit of being free to use as a form of marketing. You could also use PPC marketing and email marketing to help advertise your conference and reach a wider audience.