Business Strategies

How Do You Plan A Conference? Everything You Need to Know

If you’re planning a conference, there is a range of things you have to make sure of. In this article, we’ll be running through them, so read ahead.

Assemble Your Team

Planning a conference requires a lot of work. It would be insane if you were to plan it yourself. You need a committee of people that can fit in the below roles.

These roles include:

  • Marketing
  • Planning
  • Administration
  • Sponsorships
  • On-site activity


Planning conferences are not easy, as we’ve established. They take a lot of time and most importantly, money. This is why your best bet would be to come up with a budget. Hopefully, your company would contribute to its costs. Otherwise, you and your committee members may have to speak to a lender.

Along with your budget, you need to have a business plan. It would help you use the cash as efficiently as possible.


The most important thing you have to make sure of when planning a conference is the venue it’s going to take place in. Depending on where you live, there are enough and more halls near you. That being said, you have to be picky as you need a hall that’s in a location that everyone is comfortable with. Most importantly, it needs to have a seating capacity that would fit everyone.

Also, it needs to fit your budget as even if it can fit everyone you want to invite, you might not be able to afford it.

If you want conference facilities Geelong and other cities have venues with accommodation. This may be useful if your speakers are coming from far away.

Come Up with A Theme

All conferences have a theme. It’ll make way for the branding and the speaking panel that would take place. That being said, you shouldn’t come up with a theme too early as the venue may not be able to mesh with what you’re trying to accomplish.

The theme should be easy to talk about as otherwise, you’ll bore your participants and you’ll find it hard to get a hold of speakers to talk about what you want.

Of course, the theme should be part of the conference’s name.  Make sure it’s powerful as otherwise, it won’t resonate with people.

Find Sponsors

Your conference would need sponsors. This would help with a lot of the funding, and would help you build business relations. You should have someone who’s good with marketing and sales in charge of the sponsorship aspect.

The thing is, there are enough and more sponsors out there. You shouldn’t get a hold of someone who doesn’t have anything to do with your industry. If you do, you might send the wrong message to your participants.

To ensure your sponsorship goes according to plan, you could get a hold of a sponsor who’s worked with conferences and events in your field of work.

Find Speakers

It’s vital that you find the best speakers. Otherwise, who’ll educate your participants? You shouldn’t be shy to reach out to as many people as possible as this would let you gather a range of options.

All in all, the above points would help you plan your conference the best. So, don’t be shy, make use of them.


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