10 Simple Steps to Plan a Successful Conference

Determine the “Why” how to organized a

conference .

Then prepare your wish list, such as location, speakers,

number and quality of participants, food, and fun

activities.

What would your conference look like?

Make a budget spreadsheet listing the major cost items

of your wish list.

How will you pay for your event? 

Comparing Venues and Services

Keep in mind that your venue selection will also determine your

catering and audio/visual costs. This is because most conference centers and event hotels require you to use their in-house services for any on-

site events.

Work with vendors

Begin working with the service providers of the items in your

budget spreadsheet as early as possible. Also recommend

checking with the Convention and Visitors Bureau in the destination

city.

 Find Best speakers for you Conference

Reach out to your network to identify the speaker(s) who will

best help you achieve the conference’s objectives and are

within your budget.

Set the agenda for you Conference

Plan to feed your participants every few hours, either with a full meal or a break snack. After the day’s agenda is complete, consider hosting a dinner at

a nearby restaurant or local entertainment such as a tour.

Best Ways to Promote Your Event Online

Make use of local event listing websites. Consider offering

discounts to organizations that send more than one participant.

Plan for a stress-free “Day Of”

Get their contact information and make sure they have yours. Tour the facility

before your conference begins to make sure your staff is in place and everything

is in working order.  

Evaluating the Success of Your Event

Have your participants fill out a paper or electronic

evaluation form and look for common pieces of feedback.