How to Organise a Conference The Ultimate Guide

May 30, 2022 Tom Clark | Comments Off

Conference planning can be a daunting task. There are so many things to think about, from the venue and catering to the speakers and delegates. But don’t worry – we’ve got you covered! In this guide, we’ll take you through everything you need to know about organizing a conference, from start to finish. So whether you’re a first-time organizer or an experienced pro, read on for all the essential tips and advice.

Choose your Date

First and foremost, you’ll need to choose a date and venue for your conference. The date will depend on a number of factors, such as the availability of your chosen venue and the schedules of your speakers and delegates. Once you’ve settled on a date, it’s time to start thinking about the venue.

Choosing the venue

There are a few things to consider when choosing a venue for your conference. Firstly, you’ll need to make sure that it’s large enough to accommodate all of your guests comfortably. Secondly, you’ll need to think about the location – is it easy to get to? And finally, you’ll need to consider the facilities – does the venue have everything you need for your conference?

Once you’ve chosen a date and venue for your conference, it’s time to start thinking about the practicalities. Firstly, you’ll need to sort out accommodation for your speakers and delegates. Secondly, you’ll need to think about travel – how will your guests be getting to the conference?

For additional information on how to choose a venue for your conference or just any information about setting up your conference, I would recommend speaking to Firebird Events.

Invite your speakers and authors, and start promoting your event

Your conference won’t be complete without speakers! So once you’ve chosen your date and venue, it’s time to start inviting your chosen speakers and authors. You’ll need to give them plenty of notice so that they can prepare their talks, and you should also provide them with any information they might need about the conference, such as the schedule

The final step is to start promoting your conference. This can be done through a variety of channels, such as social media, email marketing, and traditional advertising. But however you choose to promote your event, make sure you get the word out early – the sooner you start, the better!

Build a website that does your conference justice

It should be eye-catching and easy to navigate, with all of the important information (date, location, speakers, etc.) front and center. You should also make sure that your website is mobile-friendly, as more and more people are using their phones and tablets to access the internet.

In addition to your website, you’ll also need to promote your conference through other channels such as social media, email marketing, and traditional advertising. The key is to get the word out there in as many places as possible so that potential attendees can learn about your event and decide if it’s something they want to attend.

Embrace conference technology

There are a lot of great tools out there that can help you plan and execute a successful conference. From event management software to mobile apps, take advantage of the technology that’s available to make your job easier and your event more enjoyable for attendees.

And finally, don’t forget to budget for your conference! Make sure you have a realistic idea of how much money you’ll need to cover all of the expenses associated with putting on an event. This includes everything from the cost of the venue to catering to marketing and advertising.

Organizing a conference can seem like a daunting task, but with careful planning and execution, it can be a successful and rewarding experience. Follow these tips and you’ll be on your way to hosting a successful event!