When it comes to planning a conference, it is more involved verses planning other forms of events.  Conferences are typically larger-scale and take a year or more to plan, so you need to plan accordingly.  

Beginning Your Conference Plan

You need to start with the basics and include some research:

·         What is the objective and goal(s) of your conference?

·         Is there a specific event date(s) or time of year you need to host?

·         Where do you want to hold the conference? Is there a specific location?

·         Who is your target audience?

·         How many participants or attendees do you anticipate?

·         Do you have a fixed budget or estimate on what you can spend?

When reviewing these starting questions, you need to also include looking at what other competing events may be happening during the dates or location you are interested.  

Keep in mind, you are not just researching to see if your competitors are hosting a similar conference already; but rather any event that could take away or hinder your attendee’s experience.

For instance:

·         Are there any other conferences occurring that would attract similar speakers or attendees that could take them away from your conference?

·         Any other large event that could hinder parking, traffic, location options, room block availability or so forth?

What Next?

Once you have identified the above questions (and you must have those questions answered before you can dive into any type of further detailed planning), then you can begin tackling the below 'task action' list of what you will need to address in the planning process.

This is not in any specific order, but rather, a list of areas you will need to consider. 

More areas can be added, but this is to provide a general idea of what would need to be typically addressed to start planning.  

·         Venue/ Location selection

·         Schedule of Events (estimated agenda flow and timing)

·         Conference Marketing Plan

·         Meeting Space (sizing needs, floor layouts, etc.)

·         Breakout Rooms (how many and sizing)

·         VIP or Hospitality Suites

·         Press Room

·         Exhibit Hall needs and/or booths or tables

·         Sponsor package needs and expectations

·         Audio Visual requirements

·         Wi-Fi Connection services

·         Conference Photographer

·         Attendee Registration (On-site and Online)

·         Speaker Logistics

·         Exhibitor Registration and Logistics

·         Sponsor Registration and Logistics

·         Food and Beverage

·         Security and Emergency Preparation Plans

·         Parking and Car Service needs

·         Signage 

·         Promotional Marketing Materials Selection, Design and Distribution      

·         Travel Arrangements (Speakers/ VIP/ Staff)

·         Room Blocks for overnight guests

·         Space Rentals (staging needs or special décor)

·         Décor Arrangements  

·         Conference Brochure Design, Layout and Printing

·         Entertainment and/or Music Licensing 

·         VIP Pre-Night Hosted Dinner or Cocktail Party

·         On-site Staffing

This list of 'task actions' is not to make you feel overwhelmed, but rather help you start to think about the areas that your team will need to efficiently discuss and manage.  

Key word is team!  Conferences can only happen when there is a team effort working together with the conference purpose in mind to plan and manage each area. 

Always keep the goals and objective of the conference in the forefront to help keep you on track when tackling each area - it will help you cut out what is not as important for the bottom line while aiding to streamline a productive and purposeful conference.