How to Organise a Conference Event (2020)

A conference or seminar brings people in a particular industry together to share knowledge and ideas. It is a great way to boost your business while giving back to the community.

However, organising a conference is no easy task. It requires a lot of planning and due diligence. With these simple steps, you can plan a successful conference for your business without stressing yourself.

Table of Contents

1] Form a Committee

While it may be possible for you to do it all alone, it is strongly advisable not to do so. Planning a huge event requires a lot of moving parts and various expertise. Form a committee of experts and share the responsibilities. Ensure that each person is solely responsible for at least one task from start to finish.

This will help in accountability. The committee will be responsible for choosing a theme, a target audience, marketing strategies, finding sponsors, budgeting, and any other integral part of the conference.

2] Prepare a Budget and Make Plans

Budgeting is an essential part of event planning. Determine your budget before making booking arrangements, recruiting speakers, or finding sponsors.

The budget allows you to know how much will be needed, how big the event will be, the accommodation type, catering services, the kind of speakers to recruit, and the type of marketing that will be done. Let the budget guide your decisions.

3] Pick a Date and Find a Venue

Begin planning your event at least six months in advance. Look at possible dates that best fit into your calendar. Ensure the set date does not coincide with a major holiday, a major political or sports event, or a similar event in your industry.

The sooner you pick out the date, the sooner you can begin finding a venue. Venuefinder is UK’s largest database for venues with over 17000 venues listed locally and internationally. Begin your search on Venuefinder from the comfort of your home.

In Manchester, there are up to 225 conferences held annually. If you wait until the last minute to book, you will miss out on the best Manchester conference venues.

4] Choose Speakers

The most memorable part of your event should be the speakers. That is the whole essence of the conference. Choose your speakers wisely and book their services immediately after booking the venue because their availability might be limited.

As a backup, consider having substitute speakers that can come in with a short notice in case any of your primary speakers are unable to make it.

5] Find Sponsors

Every successful event needs at least two sponsors. While the organiser may be one of the sponsors, most organisers rely on third-party sponsors for support. A sponsor does not necessarily have to provide funds. Their support could be in the form of offering their services in exchange for publicity.

6] Market Your Event

Your marketing team is responsible for crafting promotional materials, reaching out to the media, creating a website, pushing social media ads, and marketing of the event.

By having a dedicated team and assigning each member a task, you will be reducing the workload for everyone involved. Follow these steps, and you are sure to have a great conference event.

You may also like: Event Apps Can Make Your Conference a Success.