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  • Writer's pictureMelanie Hardcastle

7 Tips for Planning Your Next Event


Conferences are one of the best opportunities for people to gather, network, and share knowledge and expertise. Whether you're planning a small dinner or a large-scale conference, the process can be overwhelming. But with proper planning and a good team, you can create the successful and memorable event that your attendees deserve.


Here are seven tips and things to think about when you begin planning your conference.


1. Define your conference objectives and goals

First things first. It's crucial to define the objectives and goals of your conference from the start. This includes identifying the target audience, the topics to be covered, and the desired outcomes. It's essential to ensure that your objectives align with the needs and interests of your target audience.


2. Develop a budget and timeline

Conferences can get expensive quickly, so it's essential to develop a budget that outlines all the expenses involved. These expenses may include venue rental, catering, marketing, and swag. I recommend you develop a timeline that outlines key dates and deadlines leading up to the event, such as registration deadlines, speaker confirmation dates, and event promotion.


3. Select a venue and date

When selecting a venue, consider the size of your event, the location, and the amenities required. Once you've identified potential venues, schedule site visits to assess the facility. Select a date that is convenient for your attendees and doesn't conflict with similar events or holidays.


4. Create a program

Develop a program that outlines the conference schedule, including keynote speakers, breakout sessions, and networking events. It's essential to include breaks between sessions to allow attendees to network, visit exhibitor booths, and recharge.


5. Secure speakers and sponsors

Speakers are a crucial component of any conference, and it's essential to secure high-quality speakers who can deliver engaging and informative presentations. Consider inviting keynote speakers, industry experts, and thought leaders. Additionally, secure sponsors who can provide financial support to offset the conference costs.


6. Market and promote the conference

Marketing and promotion are what drives attendance to your conference. Develop a marketing strategy that includes social media, email campaigns, and advertising. The marketing team and events team should work closely together throughout the planning process.


7. Execute and evaluate the conference

On the day of the event, ensure that everything runs smoothly by having a team in place to manage logistics and support attendees. After the conference, evaluate the success of the event by asking for feedback from attendees and analyzing attendance and participation data. Use this information to improve future conferences and events.


Conference planning is daunting, but the returns on your investment are huge. If you're not sure where to start, reach out at any time.

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