Large conferences involve extra complexity due to their size when it comes to organizing. However, every day there are more multitudinous events: many people and organizations are organizing meetings and creating memorable experiences.
If you have the organization of one of these wonderful meetings in your hands, we recommend that you follow this conference planning guide and get a very successful conference.
1. Define the type of conference you want to do
Think about the theme and the objectives you want to achieve. For example, with a conference you can look for associating a brand with some values, or publicize an organism or look for financing for a project.
Then look for the speakers. You have to be clear about the tone that you want to give according to your objectives and look for the speakers that can help you in your task. You can be a celebrity, an expert in the field or a relevant politician. The important thing is that you share your project idea, have experience as a speaker and ability to foster the interest of an audience.
You will also have to determine the type of conference you want to do, the size and its public or private nature.
2. Create a business plan
Whether your conference is being funded by a grant or organization, or paid by attendees, you must make a business plan and monitor where each euro comes from and what it is used for. The first part of this equation, income, should be calculated at the beginning of the planning process. In this way you can go to the possible sponsors with a solid business plan and know exactly from the beginning how much you need to carry out the project. In case of a conference financed by ticket sales, having a business plan is vital to calculate how much you can spend in each game, how many tickets you must sell and at what price for the two scenarios: cover expenses and achieve benefits.
3. Find the perfect environment
Make sure you select the place that best suits your needs and the expected size of your audience. It’s so bad to be short, like to spend space. If your forecast is 300 people and you have hired a space for 1,000 people, you will lose intimacy with a space too shady. But neither is it desirable that in any way the opposite should happen.
In general, you should always have a space with a little more capacity of the contracted to accommodate the last minute and unforeseen attendees. But the best thing is to let you advice for those who know the spaces best. That is why we are at your disposal to advise you on the perfect venue for your event and show you the many possibilities they offer to get the most out of your conference.
4. Planning the details
Finally you must arrange all the elements in the place chosen for your conference. The best way to coordinate all the details is to walk through the itinerary of the attendees and it will be easier to find out how they think and act at each point of the day to anticipate their needs. This includes the reception, the collection of accreditations, and the access to the conference room. You should also think about the times, resting places, the distribution of food and drinks.
Now you are ready to start your project. Remember not to deviate from your fundamental objective and be very clear about your budget so as not to leave it. And finally, do not forget those little details that will make a difference and that will make the conference a success.