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How To Organize A Conference: This Is What You Need To Do
Friday, 29 October 2021

Are you trying to figure out how to organize a conference? If yes, you should check out our guide here on the important things to do.

You’ve been put in charge of planning the company conference. But you have no idea how to organize a conference—oops.

Although event planning can be stressful, it doesn’t have to be if you know what to do. Conferences are an important part of any business, and guests expect them to be organized and well-planned.

Impress your company by planning the best conference ever with these easy steps — read on to get started.

Gather a Team

Planning a conference is a huge task— for the best results, gather a team or committee of staff or volunteers to make the event happen.

This will help you delegate tasks, improve efficiency, and will relieve stress, as most conferences are too much for one person to do on their own.

How to Organize a Conference? Set Goals

You need to know what you want out of your conference. Is it to raise money? To raise awareness of a person or an idea?For networking?

Once you know your goals, you can start advertising, contacting potential speakers, and forming a theme for the conference.

Visit Venues

Next, start researching venues, such as the Midlothian Conference Center, and visiting for a site inspection to see if they are suited for your needs.
If the venue is available on your preferred dates, ask the team for a quote, including all of your catering needs, audio visual equipment, staff, and venue hire costs.

Once you have proposals from a few venues, you make a decision based on budget and preference to lock in the location.

Set the Agenda

Setting the agenda can take some time, so start early! This is especially the case if you want to attract high-profile speakers who may have very busy schedules.
You’ll also need to consider timings, such as how long each speaker will have, allowing time for questions, networking sessions, and lunch and morning tea breaks.

Once finalized, print out the agenda for all conference attendees so that they are aware of the timings for all events.

Have a Back-Up Plan

When planning an event, anything can happen! This is why one of the best event planning tips is to have a back-up plan.

What will you do if a speaker cancels? Or if an outdoor event is impacted by bad weather?

It can be helpful to create a risk management plan for your event. Brainstorm what is most likely to go wrong, along with the likelihood of it happening, and make sure you have a Plan B for your most pressing concerns.

Your guests are giving up their valuable time, and possibly money, to attend the conference, so you should do your best to minimize any problems in advance.

Plan a Conference Today

Now that you know how to organize a conference, get started today to plan your perfect event. If done well, a conference can raise much-needed funds, increase awareness of your company, and educate and inspire your attendees.

Using the tips above, your conference is sure to be a winner!

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