Five Steps to Plan a Conference

A company conference can help in boosting your career and visibility. Depending on why you are hosting a conference, it could boost sales and morale. But, planning a conference can be challenging. You need to look for a qualified speaker and have a compelling agenda. Also, you have to take care of the food catering, seats, tables, equipment, and other things necessary for the success of the event.

Below are some tips to plan your conference:

Set a Clear Purpose

Your conference will only be successful if you have a clear purpose. Your purpose can be launching a new product, motivating the sales force, initiating team building, or others. Whatever your purpose is, it should determine other aspects of the event like agenda, speakers, and size.

Set a Budget

Your budget will include the venue fee, meals, speaker fee, and the kind of conference room you want to book. If you are expecting many people to attend your conference, you may have to book a plenary session room. Otherwise, go for a break-out session room which accommodates 20 people or so. Moreover, consider all conference-related materials you will need when setting your budget.

Set Dates

When planning a conference, you must give yourself at least one year to take care of everything.  Keep in mind that an event like this has a multitude of logistics. It is important to ensure your speakers, venue, and vendors are available on a certain date.

Start Booking

Choose a venue that can offer a designated room for the conference. In case the venue will prepare and serve conference meals, set up commitments for these. If you want a stress-free conference planning, consider holding your conference at a hotel. Check out for great deals. Also, book a qualified speaker and vendors. Inform them about the date of the conference.

Spread the News

You must publicize your conference, especially if it is mandatory. Doing so will excite employees and inform them about what to expect during the conference. Publicizing the event will give attendees the reason to be there. Publicity methods can include using your website, email-blasting, company newsletter, flyers, or brochures.

Planning your company will ensure you don’t skip important aspects of the event. But, as planning is complex, it must be handled with a plan in place and the necessary steps to execute the plan. A well-planned conference will make it easier to achieve the purpose of the event.