Are you facing the organization of a conference? It doesn't have to be a difficult challenge if you approach it methodically. Preparing an event requires several steps, starting from defining the target group to choosing a location and ensuring the safety of all guests. In this article, you will learn how to organize a conference.
Start organizing the conference by specifying its purpose. The event can serve, for example, networking, educating participants, or promoting a product. Knowing its assumptions will allow you to effectively target marketing activities, establish the optimal number of participants, and create a profile of the target group.
Identifying your audience and then researching their expectations is crucial when creating the concept of the event. Understand the motivations for participation. Familiarize yourself with the preferred form of the event and popular topics.
Another important tip on how to organize a conference is to determine the budget. It should primarily cover the costs of the conference room, as well as the price of catering and transportation. If you plan a multi-day event, include accommodation fees and any post-conference attractions.
Furthermore, the budget should include planned marketing activities and salaries for the organizing team. A preliminary estimate of expenses will help establish the number of participants and the entry fee. It will also facilitate the selection of subcontractors and locations.
When choosing the conference venue, pay attention to:
An example of a facility that specializes in organizing conferences is Hotel 500 in Stryków. Its location at the intersection of highways A1 and A2 and a large parking lot allow for convenient access from every corner of Poland. Both intimate conference rooms in Łódź for 15-80 people and spaces accommodating up to 300 guests are available for rent. The choice of 3 types of layouts allows for adjustments to the arrangement according to the conference needs. On-site, you can use a projector, flipchart, microphone, and sound system, as well as Wi-Fi.
The next step in how to organize a conference step by step is to set the date of the event. This should be done at least a few months in advance.
It is best to plan events between March and the end of June, and from the beginning of September to the end of November. Practice shows that conferences with up to 300 participants can last 1 day, while larger ones—at least 2 days. Choosing weekdays increases the chance of filling vacant spots.
Next, it's time to promote the event. Choose the channels where potential participants are likely to be found. For example, young people will learn about the event more quickly from advertising on social media than from radio, television, or print media, while older generations will do the opposite.
Additionally, it is worth utilizing industry portals and magazines for promotion. You might also consider participating in a podcast or interview where you can inform about the conference. Engage speakers and previous participants in spreading information about the event.
Provide interested recipients with a convenient way to register. To this end, you can launch a website with a registration form or use ready-made software. If participation in the conference requires payment—add a payment system.
You also need to ensure efficient registration of participants on the day of the event. The scanning of QR codes will speed up the check-in process significantly. However, if you are considering marking attendance on lists, hire an appropriate number of receptionists based on the estimated service time for each participant and all guests.
Regardless of whether you are looking for answers on how to organize a scientific or business conference, you must ensure the safety of guests. This involves more than just basic health and safety regulations, such as the presence of a fire extinguisher or emergency exit.
A safe room provides each participant with at least 2 square meters of space. It also has access to daylight. It offers ergonomic furniture and is equipped with air conditioning. All these criteria are met by Hotel 500 Stryków. Furthermore, a lift is available for people with disabilities.
These are the key principles on how to organize a conference step by step. Follow them, and you will successfully prepare a professional event.
