Jul 224 min read

Help! How do I plan a conference?

"How do I plan a conference?" Well, that depends on many factors and understanding the key objectives is the best place to start.

Planning an event of any kind can be overwhelming and it takes time and good organisation skills. But there is a method to how you should go about it. Before you start googling venues and reading catering menus, put together a proper project plan first.

So how do you create a project plan? By asking the right questions. Then you’ll be able to formulate a detailed list of tasks and get the ball rolling.

1. What is the Purpose and Goals of the Client or Conference Host?

Identify Objectives: Is the main purpose of the conference networking, education, product launch, annual gathering, trade show, or workshop?
Set Goals: What are the specific, measurable goals? (e.g., provide a learning platform and skill-building, increase awareness of the company brand, introduce new products, establish the company or executives as thought leaders in their industry, generate leads, etc.)

2. Establish a Budget

Budget Planning: Setting a budget needs to happen before decisions on venues or suppliers are made. Make a list of every aspect of the conference and allocate funds for each (venue, catering, speakers, marketing, etc.).
Contingency Fund: Unplanned expenses will come up! Don’t forget to set aside a contingency fund for unexpected expenses.

3. Are the Dates Flexible?

Date Selection: Once you’ve chosen a date, check that it doesn’t conflict with major holidays or industry events. Flexibility with your dates can sometimes help secure the right venues or give you a better rate in off-peak times.

4. What Type of Venue is Right for Your Event?

Venue Features: Identify what is most important to the event – e.g., natural light, exhibition space, fits the budget, capacity, location to public transport, breakout rooms, etc. Establishing your checklist can narrow down your venue search and be a real-time saver.
Site Visit: A site visit is critical to ensure it meets all of your requirements. Visualize the room when it’s full, consider where the registration desk will go, and whether attendees can see the main stage from all angles. Don’t forget to ask about bump in/out access to ensure there is a loading dock for suppliers and deliveries.

5. What Type of Sessions Will Form the Agenda?

Session Planning: Decide if you will have plenary sessions, panel sessions, fireside chats, or workshops.
Break the Agenda into 4 Blocks: Then decide how much time you have between each block to determine how many sessions can fit in each block. To keep the audience engaged, keep each presentation to under an hour.
Session 1 – Conference start to morning tea
Session 2 – Morning tea to lunch
Session 3 – Post lunch to afternoon tea
Session 4 – Afternoon tea to close
Speaker Selection: Identify and invite industry experts and thought leaders to speak. Consider a keynote speaker to increase engagement and build a buzz around the event.
Schedule: Create a detailed schedule, including breaks, meals, and networking opportunities. Don’t forget to build in a buffer in case things run overtime or tech issues cause delays.

6. What Type of AV & Tech Do You Need?

Audio-Visual Needs: Source an experienced AV provider if the venue doesn’t have an in-house company.
Equipment: Will there be panel sessions? If so, decide if you need lapel or headset mics. If there are panel sessions running back-to-back, discuss with the AV company if they can fit the microphones before the next session or if you will need to order additional ones. Will there be Q&A with the audience? Think about adding a couple of handheld microphones.
Conference Apps: Consider a conference app to connect attendees and speakers. Apps can also be valuable if the conference has sponsors or exhibitors. Everything from the agenda to FAQs can be managed on the app.

7. Will there be special catering requirements?

Menu Selection: Decide what type of catering is right for the event. If it's an education day, lunchbox style could be a good option. If you have a large number of attendees, consider buffet style or food stations.
Dietary Preferences: Gather dietary requirements from your attendees (don't forget speakers and staff). Choose catering options that suit the attendees’ preferences and make sure there is a separate dietary station set up so it's easily identifiable to attendees.
Hospitality: Consider a post-event celebration such as networking drinks, canapes, or dinner. Do the attendees know each other? If not, a networking breakfast could be a great icebreaker and a way for them to connect early on.

8. Do you need a Marketing Plan?

Marketing Strategy: How will you promote the event and get people to buy tickets? Do you have a theme? Will the event have its own branding and assets? Develop a comprehensive marketing plan to promote the event.
Website: Create an event website to feature speakers, promote sponsors, and list the agenda. You can also add event details such as transportation and accommodation options, FAQ's and ticketing information.
Registration: Set up an online registration system for attendees either via the website or an event platform like Eventbrite.
Social Media Promotion: Create a content plan for social media and promotional materials.

As you can see, there are a lot of considerations before diving straight into conference planning, and this list is just the tip of the iceberg! Each event will have it's own set of requirements.

The most important thing is to make sure you are clear on what the objectives of the event are, and what the conference host hopes to achieve. This should be the driver of the project plan.

It's also important to make sure you have plenty of time and resources allocated to the event. But if you don't - consider outsourcing some or all of the tasks to an experienced event manager.