After two years of restrictions, events are finally back! Those who planned to organize gatherings before can now resume their plans. Since the BER months already started, concerts and parties will be in full swing. But not only those types of gatherings will resume. Many people will also be organizing conferences and seminars to bring the corporate world back to life.
If you are planning to put together a conference, you should know that it’s a huge task to complete. It usually takes experience and the combination of the right elements to make the event a success. Fortunately, you can also check out this conference planning checklist to help you figure things out so you can be spared from the stress of planning a big event.
The Conference Planning Checklist You Need
Set your goals.
What do you want to achieve? Your goals must already be clear ahead of your tasks. Conferences are held not just for the sake of having an event. Are you trying to promote products or services, train your team, or boost brand awareness? These are examples of goals that can guide you in conference planning.
Identify your target audience.
Your audience plays a vital role in ensuring the success of your conference. Make sure that you have already identified your target audience before the conference planning. Think and plan based on your audience’s perspective. Make it your goal to deliver a conference that would be useful, enjoyable, and worthy of their time.
Know the expected audience size.
You have to get a good estimate of the number of attendees. This will affect other essentials such as the venue, catering, souvenirs, certificates, and more. Get a ballpark figure of the expected audience size to ensure that there will be no shortage or too many excess supplies.
Assemble your team.
Conferences will require skilled personnel to cover all basic roles. You have to identify the roles that must be filled and find the right people to complete them. Some of the teams that you need when organizing a conference include the following:
- Event Manager
- Planning Team
- Presentation Team
- PR Team
- Onsite Management Team
- Finance Committee
- Registration Committee
Set a budget.
Conference planning, as with other events, come with expenses. You have to set a budget that committees must follow to avoid problems. When setting a budget, you have to know the ballpark figures for the services and supplies that you need to acquire. There must also be a specific allowance for unplanned expenses to ensure that you will be able to cover everything with the budget that you’ve set.
NOTE: When organizing conferences, you may send proposals for sponsorships.
Select the date.
One of the most important tasks of conference planning is date selection. Important considerations such as season and weather may affect the turnout of the conference. Aside from individual preferences, you also have to look into the convenience of speakers and other participants. When organizing a conference for a time-bound topic, choose the date that is closest to the occasion to make your event relevant.
Book your suppliers.
Your suppliers should be able to provide the necessary supplies you need on the day of the conference.
- Book the venue. It would be better to go for flexible dates to book a venue at a lower cost.
- Find a professional light and sound equipment supplier. They would play a big role in sparing you from technical problems, creating a nice setup, and ensuring that the conference microphones used by the speakers are in great condition.
- Finalize with the catering provider. Will food be included in the venue package or do you prefer to find a catering provider? Whichever, make sure that the foods that will be served will be sufficient and appropriate for the time of the conference.
Promote your conference.
Your marketing team should do the necessary steps to promote your event. Make sure that relevant people will know about it and will be encouraged to participate. Use your connections to reach relevant groups. Your efforts in promoting your conference will impact the number of attendees.
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Conference planning is a huge task. Fortunately, you can follow proven-effective guidelines to organize a smooth-running conference that can make an impact on the participants.
If you are planning to organize a conference or any event, you could use a little help from professionals. Red Damien professional lights and sound system rental provider offers conference microphones for corporate events and public appearances. We have a wide array of professional lights and audio equipment to help you execute your plans. Reach out to us so we can help you.
