Planning a Conference? Here Are Some Tips to Help You!

You’ve decided to host a conference! An exciting opportunity to bring people together, share knowledge, and create meaningful connections. To ensure your event is a success, here are some key steps to consider!

Define Your Objectives: 

Start by understanding and clarifying the purpose of your conference. What do you hope to achieve? Are you looking to educate, network or showcase new products? Understanding your goals will help shape the rest of your planning process.

Location, Location, Location:

Location is one of the most important pieces when planning a conference. You will need to estimate your attendance to ensure your space is big enough. It is always worth the time to build an informative request for proposal (RFP) to send to a minimum of three venues to ensure you are getting the best option for your needs. Things to include in your RFP are:

• A mock schedule that lays out the space you will need and the capacity for each session
• amount of hotel rooms required (if applicable)
• Audio visual (A/V) needs
• Catering breakdown with estimates on number for each meal/nutrition break
• Transportation/parking

Building a Mock Schedule: 

Outlining a mock schedule is the most effective way to communicate your needs to a venue. They don’t need to know the specifics at this stage, but by showing them the structure, you are clearly communicating your needs and they are able to identify if they can meet them. This will also allow you to get an idea of how the day will flow. Include keynote speakers, breakout sessions, networking opportunities, and any other activities you wish to incorporate.

Accommodations: 

If you require accommodations for your attendees, ask hotels for group rates. Look for information on breakfast options, airport shuttles, and other amenities, and use those as part of your negotiations. Also consider accommodations that are within walking distance to shops, restaurants, convenience stores, etc so that your attendees can enjoy their time outside of the conference as well.

A/V Services: 

A/V services can be a very expensive line item if you are not prepared. WIFI is not always included in the space rental and can be a very expensive surprise. Investing in quality audiovisual services ensure that presentations run smoothly and attendees can fully engage with the content being shared. Consider aspects such as sound systems, projectors, screens, and lighting. And, don’t be afraid to ask for a discount if you can!

Catering: 

Food plays a significant role in creating a positive conference experience for attendees. Work with caterers to plan menus that cater to various dietary preferences and restrictions. Also, keep in mind that venues will often add a service fee to their catering bills, so you can expect an additional 15-18% cost to be added to your invoice.

Transportation: 

Transportation to and from the venue as well as parking options are important to attendees. If people will be flying in, the distance and ease of transportation to and from the airport will also be an important thing to consider. For those who will be driving to the event, they will want to know about parking and the most cost-efficient options.

Successful conference planning requires attention to detail and effective communication with all stakeholders involved. Stay organized, delegate tasks where necessary, and keep an open line of communication throughout the planning process!