Organizing a successful conference requires planning, expertise, preparation, and dedicated resources.
Steps to organize a conference
1. Define the purpose and format
As a role of the conference organizer, it is important to define your purpose of the event. Formatting the layout step by step the first stage of hosting a conference
- The concept
- Timing and duration
- Role distribution within the team
- The layout of the hall
- Catering and sound
2. Pay sufficient attention to conference planning
For conference preparation, it is important to plan each and everything, have creative conference ideas which will make the conference unique. The plan should consist of logistics, content and the advertising of the event. Make a document which is accessible to the entire team, where every member would be able to see the tasks of the others. First, prepare a list of the important tasks, and then set it up in order of their priority. It is essential to designate the timeframe in the plan. For a successful conference, it is important that you maintain a timeframe
3. Choose the right date and location for your conference
Selecting the date can be difficult task, so few things to keep in mind before selecting a date
- Make sure the date you select should not intersect with festivals or any big events, it will make difficult for participants to travel during that period.
- Never plan your conference or seminar during holidays (summer & winter) people want to spend that time with family not in a conference.
- Try to keep your event at the end of the week as people don’t have to take any special leave to attend your event.
- Select the location where people can commute easily and if possible, select a good city where all the facilities of transporting other stuff are easily available.
4. Draft your budget
It’s the key to planning a conference it helps you to know how much you want to charge for your conference.
- Speaker fees
5. Book a venue for your conference
Select the venue which fits all your requirement that you need for your seminar or conferences. Check the venue before booking see all the facilities they provide like size of hall, location, wheelchair accessible, Technical features and parking facilities
6. Make a team and allocate duties
Make a big team which will help you to carry out all the others duties. Allocate duties by area. For example, someone is responsible for the conference registration area, someone else for receiving the speakers, a different person for the gear, for catering, communication with the press, etc. Every person needs to have his or her area, which he or she should be in authority throughout the entire duration of the conference.Give every member of the team a document with the assigned duties, so that every person knows whom to contact for any specific matter.
7. Know your speakers
Speakers play the role of catalyst in your conference they attract many people. Make sure that you get a professional speaker. Someone who is known for his work, well respected this will boost your conference and attract more people
8. Conference registration
Registration is an important part of your event so make sure that make sure people get enrolled in your conference, there are few websites like www.allconferencealert.net which help the people to find about all the international conference 2023-2024. And help people to get register in that conference.
9. Marketing your conference
Do not undervalue the time required for the successful promotion of an event. The kind of event, its target audience, internal resources, and the budget all determine your marketing tactic. When choosing your media associates, focus on those who will target your audience. It’s better to have a few associates but targeted ones.It is also important to generate one key message that will be broadcast on all channels. Promote Your Conference
10. Pay attention to service
Be friendly to participants, speakers, and associates. Try to speak their problems or questions and meet their expectations, even if you feel tired and not everything goes as per plan. At the end of the day, people will only remember is how they were treated.
11. Carry out a final check a day before the event
Make sure that you’ve informed the members on how to get to the location, invited all the important people, and prepared the printed resources, audio and video content. Check whether everyone understands his or her tasks and duties and whether space is organized.
12. Ask for feedback
Ask participants to complete a printed feedback form at the end of the event or an online form when they get home. Ask them to judge various aspects of the event like logistics, speakers, locations, and the work of the organizers. This information will assist you to avoid mistakes in the future and increase the quality of your events.