Choose the location of the conference. When looking for locations, keep in mind the number of participants, the convenience of the premises, parking and proximity to public transportation, airports and hotels. Your goal in finding a venue to host the conference should be to get participants to attend as easily as possible. See if your city has a convention center or a hotel with convention rooms. For small conferences, you can often rent a community center or local church. Ask the help of the local staff. If you have chosen a venue that is known for conferences, then take advantage of this valuable resource. That’s what the staff does every day and should be able to answer all the questions or concerns and give you advice when you need it. Some venues even have an event planner on staff and it’s who can handle all the remaining details of your conference. Even if the planner charges you, it may be worth avoiding this to become your own full-time job for the next few weeks. Decide the menu. When organizing a conference, you will have to remember that participants will not want to sit around all day without trying a decent meal and many will not know what is available in the area. Determine if you will hire a food and beverage service that will carry breakfast, lunch and snacks or if the venue of the conference you chose will provide food service. Keep in mind that many people have dietary restrictions, allergies and preferences that can make meal planning quite difficult. If you choose an experienced food and beverage company, they can make choices for vegetarians, gluten-free and nut-free options, kosher food, and other food preferences. Insists on taking a tour. After you have gone through most of the activities in organizing your conference, you will not have to leave anything to chance. To do this, you must take a tour with the rest of the participants when the conference is scheduled to begin. Head to the conference venue and meet with the staff the day before to be sure that everything is in place and pay close attention to any last minute details.
Plan the program and choose a event registration software for increasing engagement. You can trust Eventscase to register your attendees. Now you know the title of the conference and you have a general idea of the subject. However, you will have to decide how you will actually accomplish it. Conferences are of various types, and different industries take different approaches. If you are not sure how to proceed, consider following a common conference format:It begins with a basic idea or an inaugural speech. This is usually a speech or presentation given by someone of recognized name in the industry or field: someone who is usually a well-known speaker whom you can convince to go. The basic idea can be carried out in the afternoon and then ending with dinner. It can also be done first thing in the morning during the first conference of the day.The remaining days or days of the conference should be divided into shorter sessions. The actual content of sessions will usually be determined by the person to be exposed (participants will send proposals); however, you can also plan workshops, movie screenings or other formats that you know you want to include. Depending on the number of people attending, you can do one session at a time (known as “plenary”) or you can have multiple sessions that are held simultaneously (what are known as “work groups”). In this way, participants will have options to attend. It ends the conference very well, with a motivational speaker or a challenge to the public.
Decide the type of sessions you are going to have. This will vary depending on industry standards; however, you might consider conferences, presentations with work in progress, workshops, policy updates or speeches about situations, interactive sessions or some open poster presentation.The type of sessions you expect to influence will influence how you will publicize the conference, so decide in advance what kind of content will be most meaningful to your target audience.The duration of the sessions can vary from 45 minutes to three hours each, depending on the number of presentations and content.
Plan if you should include any other activity. Knowing how you can adjust other important events in your conference program will be important to make it a successful event.You can also schedule time for organizational events such as awards or business meetings.You can include food and beverages or ask attendees to bring your food (normally they will only choose the last option if you do not charge a fee for attendance, otherwise people will wait for the registration charge to cover at least one meal). You can also take a break and let attendees have lunch at nearby restaurants if your local is in town.Decide if it is possible for your attendees to want some kind of entertainment, such as tours of the local area, a night at a comedy club or a movie or play. In some cities and in some industries this is expected to take place, but in others it may seem out of place.