How to plan a conference: 10 key steps to success

Conferences are a great way to bring people together to learn, network, and share ideas. Planning a conference, however, can be a daunting task. There are many moving parts that need to be coordinated to ensure that the event is a success. And, in this blog post, we will outline the ten steps to plan a conference, from identifying the purpose of the event to post-conference follow-up.  
We know that planning a conference is an elaborate process and that it takes more than just following ten simple steps. But our aim, with this blog post, is to provide a general framework to help guide you through the planning process and ensure you cover all the essential aspects.  
So, let’s dive in and explore the ten steps to plan a successful conference! 

Before you start planning a conference, you need to identify its purpose and objectives. This provides the foundation for all other decisions and helps ensure that the event is focused, relevant, and valuable.To do so, start by asking yourself some key questions. Who is your audience? What kind of topics do you want to cover? What outcomes do you want to achieve with the event? Do you want to educate attendees on a particular topic, provide networking opportunities, or showcase new products and services? Answering these questions will help you clarify the goals of the conference. 
Once you have a clear understanding of the purpose and objectives of the conference, it is important to communicate them to your planning team. Make sure everyone on the team is on the same page about what the conference is meant to achieve. This will help ensure that all decisions made throughout the planning process are aligned with the goals of the event. 
In addition to communicating the purpose and objectives to your planning team, you also need to share them with potential attendees, sponsors, and partners. This will help them understand the value of the conference and what they can expect to gain from participating. You can do this through the conference website, social media, email newsletters, and other marketing materials.

Once you have a clear understanding of the purpose and objectives of the conference, you need to establish a budget. This includes estimating the costs of venue rental, catering, AV equipment, marketing, and other expenses. Be sure to leave room in your budget for unexpected expenses. 

So, here are some key details to consider when establishing a budget for your conference:

1. Determine the revenue streams: Before you can create a budget, you need to understand how much money you have to work with. Consider all the potential sources of revenue, including registration fees, sponsorships, and grants.2.
2. Estimate the expenses: Once you have a sense of your revenue streams, you can estimate the expenses you will incur while planning and hosting the conference. Some of the common expenses to consider include:

Venue rental fees 
Catering costs 
Audio-visual equipment rental 
Speaker fees and travel expenses 
Marketing and advertising costs 
Staff and volunteer expenses 
Insurance costs 
Miscellaneous expenses (e.g., signage, printing, and name tags)

3. Determine a contingency budget: Even with careful planning, unexpected expenses can arise. To avoid going over budget, it is wise to set aside a contingency budget that you can tap into if needed.
4. Adjust as needed: As you move through the planning process, you may need to adjust your budget based on new information or unexpected expenses. Therefore, it is important to regularly review your budget and adjust as needed to stay on track. 

By taking the time to establish a realistic budget, you can ensure that your conference is financially feasible and that you are able to deliver an engaging, well-executed event. 

Planning a conference is a big task, and it is important to have a team of people to help you. So, step 3 is about establishing a conference planning committee that includes individuals with diverse skills and experience, such as event planning, marketing, and finance. 

This step is essential because planning a conference is a complex process that requires the input of different experts in various areas. A planning committee can help ensure that all aspects of the conference are planned and executed to a high standard.  

So, once you have assembled your planning committee, establish clear roles and responsibilities for each member. This may include assigning specific tasks, such as venue selection, budget management, or speaker outreach. Make sure you schedule regular meetings with your team to discuss progress, share updates, and address any issuers or concerns. This will help ensure that everyone is on the same page and that the conference planning stays on track. 

Choosing the right venue for your conference is one of the most important decisions you will make, as it can have a significant impact on the success of the event. The venue should be suitable for the type of event you are hosting and should also fit within your budget.  
Here are some factors to consider when choosing a venue for your conference (for further details, read our blog “Top 5 factors to consider when selecting your event venue”): 

Location – The location of the venue is important, as it can affect attendance. Choose a venue that is easily accessible by public transportation or has ample parking. If you are hosting an out-of-town conference, choose a location that is close to the airport or has nearby hotels for attendees to stay in. 
Capacity – Make sure the venue you choose has enough capacity to accommodate all of your attendees comfortably. You should also consider the layout of the space and make sure it is conducive to the type of conference you are hosting. For example, if you are organising a conference with multiple breakout sessions, make sure the venue has enough rooms to accommodate all of the sessions.
Amenities: Check what amenities the venue offers, such as Wi-Fi, AV equipment, and catering. Make sure that the venue can accommodate all of your technical requirements, and that they have the necessary equipment and staff to ensure everything runs smoothly.
Reputation: Research the reputation of the venue you are considering. Look for online reviews and ask for recommendations from other event planners. You want to choose a venue that has a good track record of hosting successful events and that is known for providing excellent service.
Availability: Check the availability of the venue before you make a final decision. Popular venues can book up quickly, so make sure you have several backup options in case your first choice is not available. 

By working with a professional venue finder like Black Book you can ensure that your conference will take place in a venue that meets all your requirements and that is conducive to a successful event. 

Step 5 of planning a conference is to select a date for the event. Choosing the right date is important because it can affect the success of your conference. When selecting a date, there are several factors to consider: 

Competing events – It is important to check the calendar for any other events that might conflict with your conference. If there are other events happening on the same date that might attract attendees away from your event, you may want to consider rescheduling. 

Venue availability – You need to ensure that the venue you have selected is available on the date you want. You may need to be flexible with your date selection if your preferred venue is not available. 

Seasonal factors – Depending on the location of your event, you may need to consider seasonal factors such as weather conditions and holidays. For example, if you are planning a conference that includes an outdoor programme in a region with extreme weather conditions, you may want to avoid scheduling the event during the hottest or coldest months of the year. 

Once you have considered these factors, you can narrow down your date options and select a date that works best for your conference. It is important to announce the date as early as possible to give attendees and sponsors plenty of time to plan and make arrangements.  

You can promote the date through your marketing efforts, including your conference website, social media, and email newsletters.  

To ensure that your conference is well-attended and generates the desired impact, you need to develop a comprehensive marketing plan. This includes creating a website, promoting the event on social media, sending out email newsletters, and reaching out to potential sponsors and partners. 

A well-crafted marketing plan will also help to establish a strong brand identity for the conference and create excitement among potential attendees. 

The first step in developing a marketing plan is to create a website for the conference. The website should provide clear and concise information about the event, including the date, location, schedule, and speakers. It should also be easy to navigate and visually appealing, with engaging content that captures the essence of the conference. 

Next, it is important to promote the event on social media. Therefore, identify the platforms that are most popular among your target audience and create a social media strategy that includes regular posts and updates about the conference. Use hashtags and other social media tools to amplify your message and encourage others to share your content. 

In addition to social media, email marketing is an effective way to reach potential attendees. Use your email list to send out newsletters and updates about the conference, highlighting the key speakers and topics that will be covered. Be sure to segment your email list based on the interests and needs of your subscribers to ensure that your messaging is targeted and relevant. 

Another important aspect of the marketing plan is sponsor and partner outreach. Identify companies and organisations that may be interested in sponsoring the conference or collaborating in some way. Reach out to them with a clear and compelling proposal that outlines the benefits of partnering with your event. 

Finally, it is important to create a sense of urgency and excitement leading up to the event. So, consider offering early-bird discounts, running contests or giveaways, or creating exclusive content for those who register early. Encourage attendees to share their excitement about the event on social media and use testimonials and endorsements from past attendees to build credibility and trust. 

Step 7 of planning a conference is to identify and invite speakers. Speakers are the heart of the event, so you need to select them carefully, always keeping in mind the purpose and objectives of the conference, and the target audience.  
Therefore, look for speakers who have expertise in the topics that will be covered, and who have a reputation for being engaging and informative. 
Once you have a list of potential speakers, research their backgrounds and experience to ensure that they are a good fit for your event. You can also ask for recommendations from colleagues, industry associations, or other contacts. Don’t forget to consider diversity when selecting speakers. Aim to have a range of perspectives and experiences represented in your line-up. 
When you have a shortlist of potential speakers, reach out to them with a clear and detailed invitation. Include information about the conference, the topics that will be covered, and the expectations for their presentation. Be sure to include details about compensation, such as travel expenses or an honorarium, if applicable. 
Once you have confirmed your speakers, work with them to develop their presentations. Provide clear guidelines and deadlines for submitting materials, and be available to answer any questions or concerns they may have. You may also want to coordinate a rehearsal or run-through to ensure that everything runs smoothly on the day of the event. 
Finally, be sure to promote your speakers in your marketing efforts. Highlight their expertise and experience, and include their names and biographies on your website, social media, and other promotional materials. By showcasing your speakers, you can generate interest and excitement for your conference, and attract more attendees.

Step 8 in planning a conference is to finalise logistics. This step involves making sure that all the details are in place for the day of the event. It is important to ensure that all the necessary equipment, materials, and staff are in place, so that everything runs smoothly. 

Firstly, you need to finalise catering arrangements. This means making sure that the food and drinks you ordered are going to be delivered on time and that they meet the dietary requirements of your attendees. This could involve working with a caterer to design a menu that fits within your budget and meets the needs of your guests. 

Next, you need to ensure that the AV equipment is in place and ready to go. This includes projectors, screens, microphones, and sound systems. It is vital to test all the equipment in advance to make sure that it is functioning properly and that there are no technical issues on the day of the conference. 

Transportation is another important consideration. If your attendees are arriving from out of town, make sure that there are shuttle services or other transportation options available to take them to and from the venue. This could involve arranging for taxis, buses, or other modes of transportation. 

Finally, you need to ensure that all the staff and volunteers are in place and ready to go. This means ensuring that everyone knows their roles and responsibilities, and that they are prepared to help attendees navigate the event. You may need to provide training and support to ensure that everyone is on the same page and working together as a team.

Step 9 is the culmination of all the hard work and preparation that has gone into planning the conference. To make sure that the conference runs smoothly, there are several things that you need to take care of on the day of the event. 

One of the most important things is to have a team of volunteers and staff on hand to help with registration, direct attendees, and manage any unexpected issues that arise. This team should be well-trained and prepared to handle any situation that might arise, such as a late speaker or a technical glitch. 

Another key aspect of hosting a conference is making sure that the schedule is followed and that all of the speakers and panels start and end on time. This requires good communication between all the organisers and the speakers, as well as a clear understanding of the schedule and the time constraints. 

In addition to these logistical considerations, it is also important to create an atmosphere that is conducive to learning, networking, and sharing ideas. This means providing comfortable seating, good lighting, and a welcoming environment where attendees feel comfortable asking questions and engaging in discussions. 

Overall, hosting a conference requires careful planning and execution, as well as the ability to adapt and respond to unexpected issues. By having a well-trained team of volunteers and staff, and making sure that all of the logistics are in place, you can create a successful and rewarding event that leaves attendees with new insights, ideas, and connections. 

After the conference is over, you need to do your follow up. This step is critical to ensure that you build on the success of your conference and continue to engage with attendees, sponsors, and partners. 
The first part of post-conference follow-up is to send out thank-you notes. Thanking attendees for their participation and support shows that you appreciate their involvement in the conference. Be sure to personalise the notes and highlight specific aspects of the event that you think the recipient would appreciate. Sending thank-you notes can also help to build relationships and foster connections that could be beneficial for future events. 
The second part of post-conference follow-up is to collect feedback on the event. Feedback can come in many forms, including surveys, online polls, or email inquiries. The feedback should be both quantitative and qualitative, asking attendees about their overall satisfaction with the event, the topics covered, the speakers, the venue, the logistics, and any other relevant factors. Analysing the feedback will help you to identify areas for improvement, as well as areas that worked well and should be repeated in future events.  
The third part of post-conference follow-up is to make plans for future events. After analysing the feedback and taking note of the successes and challenges of the conference, you can begin to plan for future events. This might include selecting a new venue, adjusting the topics or format of the event, or reaching out to new sponsors or partners. By planning ahead, you can build on the momentum of the conference and ensure that you continue to deliver high-quality events that meet the needs of your target audience. 
 
Planning a conference requires careful planning and execution. But with the right preparation, and by working with professional partners and event planners, like Black Book, your conference can be a valuable and rewarding experience for all involved. 
So, contact us today and start planning your next conference!