Planning a conference can be a challenging ordeal, especially if you’re not trained in the field of events planning. From putting together a program to rounding up sponsors, it’s a whole lot to think about.
That said, the hallmark of a good organiser is their multitasking abilities. If you’re up for the challenge, it’s certainly possible to plan conferences effectively, even if you’re still inexperienced.
If you’re looking to organise a conference in Australia, here are six pointers to make sure your conference goes off without a hitch.
1) Choose the right venue
The first step in organising a successful conference is to choose an appropriate venue. The venue sets the tone for the overall conference, so it’s important to choose a space that is conducive to networking, listening, and learning.
Some factors you’ll need to consider include:
- Venue capacity
- Location
- Accessibility
- Stage Height
- Amenities
Make sure to also check if the venue has previous experience in hosting events similar to your conference.
If you’re looking to hold a smaller, more intimate conference, then opting for a hotel conference room or function centre might be the best option. However, if you’re expecting a bigger turnout, then hiring out a convention centre might be ideal.
Another factor you shouldn’t overlook is how far the venue is from the nearest airport. This is important, as you’ll need to factor in travel time for your attendees when choosing a location.
2) Create an attractive program
Your conference program is essentially the skeleton of your event. It’s what will determine the flow and overall structure of the conference, so it’s important to take the time to put together a well-rounded program.
When creating your conference program, be sure to consider the following:
- The theme of your conference
- The objectives of your conference
- Target audience
- Scripts
- Workshops
When you take into account all these aspects of the program, you’ll have a clearer picture of what to include and how to structure your conference. Remember, the program is there to serve your attendees, so make sure it’s relevant and engaging.
3) Find the right sponsors
Sponsors are integral to the success of any conference.
Not only do they provide much-needed financial support, but they also help to add credibility to your event by lending their name and influence.
When looking for sponsors, it’s important to target companies or organisations that are aligned with the theme of your conference. For example, if your conference is focused on sustainability, then look for environmentally-conscious sponsors.
It’s also a good idea to have a mix of sponsors, so consider approaching both local and national businesses. This way, your audience can gain insights and widen their perspectives.
4) Suppliers and Catering
From AV equipment to gift pens, much of the success of your conference will rely on the suppliers you choose.
This is why it’s important to partner with reliable vendors who have a track record of providing high-quality products and services. This is especially true if you’re serving guests who’ve travelled long distances just to attend your conference.
To find the best suppliers, get recommendations from other event planners or conduct an online search. Once you’ve narrowed down your options, pick a partner that you believe would help elevate the overall conference experience.
And of course, no conference would be complete without food and drinks. Don’t be scared to hire renowned chefs and caterers to create a memorable culinary experience for your guests. Because as they say, the way to someone’s heart is through their stomach.
Moreover, when making sure your guests have appropriate food options, be considerate of any dietary restrictions they may have.
5) Get a Good Speaker
When creating marketing collateral for your conference, the speakers you choose to feature will play a big role in whether potential attendees decide to register.
This is why it’s important to have a few big-name speakers or established experts lined up, as they’ll not only attract attention but also help legitimise your conference.
But it’s not just about the name. If your speaker isn’t connected to the theme of your conference or doesn’t have anything valuable to share, then they won’t do much to engage your audience.
To avoid this, take the time to research each speaker and make sure they’re a good fit for your event. The last thing you want is for your conference to leave a sour taste in your attendees’ mouths, so don’t ruin it for them!
6) Plan Your Budget
If you’re running a small conference with insufficient sponsorships, a budget is essential to ensure the event doesn’t set your business back financially.
Most businesses have a budget for conferences and other events, but it’s important to remember that not all money needs to be spent. Emergencies are prone to pop up, so it’s best to have a bit of a cushion.
That said, you can try to negotiate better rates with suppliers to find discounts. You could also consider choosing a date that’s outside of peak season. Wednesdays, Thursdays and Saturdays are typically considered to be the peak days of the week, so avoiding these days can help you get better deals.
