All the people from the business world or any other field have attended a professional conference once in their lives. A professional conference is a huge meeting that involves a lot of people from all genres of the profession. It is of many different types and each of the conferences has their own agenda. A conference can be just for the employees or the employer’s or the heads and big names of the different companies. In other words, a professional conference can be described as a huge scale meeting of the people of the same profession who sit down to discuss the matters of the company or the stream they are working at. A professional conference can be a small company, a state, a country or an international event.
We always see the big arrangements and the state of art facilities that are given at these huge conferences. A professional conference has to meet a set criteria for the people attending it. There are some rules that need to be fulfilled while organizing the conference event. The key to a successful event is making sure everything goes smoothly and people are able to gain some knowledge out of it. People love to go to these conferences since they get to meet many professionals that are doing great in their respective fields and being able to share the knowledge with them is a great experience.
If you have been given the opportunity or responsibility to organize a professional conference and you have no idea how to go about it. Do not worry, you are not alone. It is normal to feel lost when such big events are handed over to you for the first time. For this reason, we are here to help. We have curated a step by step guide to help you devise a foolproof plan for your professional conference that guarantees you a 100% success. Keep reading:
Start Early and Pick A Date For The Professional Conference
A professional conference needs time to plan and starting early is the best thing to do. As soon as the date or the idea for the conference is passed by the team, start preparing. Set a date and make sure it does not collide with any other big meeting, event or a festival. Make sure that the conference is held on working days since not all the members will be able to attend it if it is on the weekends. If the conference involves people from outside the city or country, try and arrange it on Thursdays and Fridays so that the attendees can do some sight seeing during the weekend.
Make A Team
Creating a team is the second step. Choose the people that have a thorough knowledge about organizing the conference and the things are going to be discussed in the professional conference. It does not matter how big or small your team is, the members should be hard working and dedicated. Always remember, quality is always better than quantity. Build your team at least three months prior to the professional conference. Pick up people from different fields to take up different tasks.
Make A Plan
As mentioned above, all your plans should be ready at least three months prior to the event. Take the first step and decide a name and theme for the conference. This will help you in creating the logo and sending out invitations early. Set a feasible budget for all the activities in the professional conference. Divide the budget evenly amongst all the teams that are taking care of all the departments.
Get The Sponsors
A professional event needs sponsors to run and you will need to find them as early as possible. Remember that the sponsor will need some say in your professional conference so it is only alright to look for a sponsor if you can divide the time of your conference with someone else. But to look at the brighter side, this might even be good for the publicity of your professional conference. If the sponsors are a big and famous company, they will obviously draw more interest that you possibly can.
Pick A Venue For The Professional Conference
Picking the perfect venue for your professional event can be a little painstaking since there are lots of things that you need to consider. They are:
- Type of venue: Depending on the concept and the theme of the pick out the best venue that suits you. It can be a hotel, some banquet or a university conference hall etc.
- Location- Find a location that is easily accessible. Also, make sure that the location is welcoming and peaceful surrounded by greenery, if possible.
- Parking- No matter how big the venue is, there should always be ample parking space for the people to park their vehicles properly. The place should not get congested.
- Availability- Make sure that the venue you have selected is available to rent on the dates. Make the bookings as soon as possible.
- Technical Equipment- The audio settings, the stage, the lightings and other visual equipment should be accessible at the venue.
- Catering- Food and drinks are also a big part of a successful professional conference. Take care of the special dietary requirements that people might have and have a lot of variety.
Pick Out The Speakers
Selecting the perfect speaker is not as easy as it might sound. There are a lot of things to consider before finalizing somebody. Find a person that is engaging and suits all your requirements. Ask the speaker for any special arrangements he needs. Also, appoint a few volunteers to take care of the speaker.
Promotion and Media Involvement
Promotion is the last and one of an essential step in organizing a successful professional conference. Create a social media page of your event. Print brochures and flyers. Use social media and email marketing to your benefits. Print out beautiful invitation cards and send them to all the attendees individually. Make sure the agenda and the itinerary are clearly mentioned on the invitation cards.
During the conference make sure you interact with all the guests and make them feel comfortable. Also, keep a check on all the arrangements and set volunteers everywhere to guide the people around. After the conference ends, ask the attendees for their feedbacks and work on them for the next time. Do not forget to thank them for attending the professional conference.