Step By Step Guide On How To Organize A Successful Conference

Step By Step Guide On How To Organize A Successful Conference

So, you have been assigned the task of organizing a conference. Wow, all the very best and be prepared it isn’t going to be an easy job. For starters, it is recommended that you start planning at least 6 months in advance. However, if it is a larger conference, start planning a year before.

If it is your first time, don’t panic at all. The task is exhausting, but it isn’t something which no other person has done before. In fact, in order to organize a perfect conference in Estrie, all you have to do is follow some basic, yet important, steps. These steps will help you in finalizing everything right from selecting the venue and speakers to taking care of food and snacks served. So, let’s learn how to find a prefect salle congrès Estrie and organize an impressive conference.

Steps to follow:

  1. Assemble a perfect team

It is not possible for a single person to organize a conference, and thus assembling a team is extremely important. Make sure you involve dedicated members who will be able to take complete responsibility of the different aspects like planning, promoting, negotiating, etc. Generally, there is a:

  • Planning team
  • Administration team
  • Marketing team
  • Sponsorships team
  • Volunteers
  1. Figure out a budget

Once you have assembled a team, next step is to discuss a rough idea and finalize a budget. It doesn’t matter if the conference is completely sponsored, you have to know from where the money is coming and where is it going. Some of the common items which you must consider while finalizing a budget are:

  • Hiring expense of conference hall
  • Transportation
  • Accommodation
  • Food and snacks
  • Speaker fees
  • Marketing
  • Leisure Activities

  1. Arrange finances

Unless, you are not funding the entire conference by yourself, start looking for sponsors and financers as soon as the budget is ready. Make sure to approach such sponsors whose values fit the concept of your conference. For instance, you can’t ask McDonald’s and KFC to sponsor a conference which addresses issues of fast food.

  1. Decide on a date and other things

Once you have the money on hand, now is the time to finalize a date. All the other tasks like booking the conference hall, inviting speakers, arranging caterers, etc. can be done only after the date is decided. Also, decide for how long the conference will last. It is recommended that for a crowd of 300, the conference should at least last for 2 full days.

  1. Start promoting

Last but not the least, now start promoting your conference. Get a logo designed, get the brochures and booklets printed, contact different channels, etc. Take every step to make it a big hit.