A Beginner's Guide to Organizing Your First Conference
Planning a conference for the first time can be daunting. With ample preparation and clear steps, you can ensure a successful event from start to finish. Follow this beginner’s guide to organizing your first conference.
Prepare Thoroughly
Start planning 6-12 months out and build a planning committee to delegate tasks.
Set conference goals, target audience, dates, location, and budget upfront.
Research venues suited for your group size, amenities, rates, and availability.
Send save-the-date announcements once you select a date and location.
Consider Key Elements
When organizing your inaugural conference, factor in:
Content - Secure knowledgeable speakers and variety in session formats.
Logistics - Manage registration, signage, food/beverage, A/V, Wi-Fi, parking and more.
Engagement - Incorporate networking, activities, entertainment, and ways to participate.
Promotion - Market through email, social media, industry publications, websites, and word-of-mouth.
Ensure Success
Taking these steps will facilitate a smooth-running conference:
Have contingency plans - e.g. speaker cancellations, A/V failures, inclement weather.
Overcommunicate with attendees so they know what to expect.
Train staff and volunteers in their roles.
Check in with speakers ahead of time and brief them on logistics.
Print programs, signage, badges, and collateral to guide attendees.
Plan from Start to Finish
Follow this timeline for first-time conference planning:
6-12 months out - Secure venue, set budget and date
5 months out - Open registration, promote event
1-2 months out - Finalize logistics, speakers, agenda
2 weeks out - Manage attendees, send final details
Event time - Manage staff, handle issues, oversee set up/tear down
Post event - Thank attendees, get feedback, recap budget
Being ultra prepared, organized and thoughtful when planning will ensure your first conference runs smoothly and successfully.
