How To Organize A Business Conference

Planning an effective conference or workshop is not easy. It requires time and effort on your part. You have to think about every detail of the event from start to finish including all aspects like registration, catering, entertainment, etc. But you can't do it alone because there are many people involved in this process. In order for your event to be as smooth as possible, you need help and guidance. If you want to save some money, one way to get that help is by hiring professional organizers. They will take care of everything so that you don't have any worries along the way. And if you're looking forward to having fun while doing something useful at the same time, then read further! Here's how to plan a successful seminar.

First things first - create a plan.

Before anything else, decide what kind of event you would like to organize. The most common types include conferences, workshops, sales presentations, product launches, training sessions, trade shows, seminars, conventions, meetings, etc. Decide whether you'd prefer to conduct these events online using webinars or face-to-face. Once you've made up your mind, draw up a rough outline with dates, times, locations, speakers, topics, and other details. This outline should serve as a guide when setting deadlines and budgets for each task. Having a written list makes it easier to stay organized throughout the entire period.

Next step - set a budget.

When developing a budget, keep in mind that creating an amazing experience for attendees takes lots of resources. For example, renting office space, providing food services, paying staff members, purchasing equipment and materials, designing promotional items, sending invitations, printing programs, etc., all require spending cash. So before deciding on a certain amount, make sure to consider additional expenses such as travel costs (for guest speaker(s) who may come from out of town), rental fees for rented spaces, taxes, and miscellaneous expenses. Also, remember that transportation, accommodations, meals, and souvenirs could also add up to your overall cost. Keep track of all expenses related to your event using Excel spreadsheets.

Hiring Guests Speakers

If you haven't decided yet which type of presentation you'd like to give, here are three popular ones:

Product launch -- Launch new products or updates to existing ones. Attracting attention through live demos, interactive discussions, or entertaining speeches will grab the interest of potential customers.

Workshops/Seminars -- Conducted either in person or via Webinar, these types of talks focus on specific subjects often involving various skillsets and expertise. These kinds of events allow participants to learn more about their industry.

Conventions -- Hosted in different cities across America, they attract thousands of professionals interested in attending them. Convention planners usually choose well-known companies as sponsors since they provide funds and support for convention activities, hotels, and meals.

Once you've chosen the right topic for your event, contact a speakers bureau in that field. Here are some speakers agencies you can try:

Motivational Speakers Agency -

Keynote Speakers Agency -

Ask them if they'd be willing to speak at your occasion. Most likely, they won't say "no" unless they aren't available. However, you might still find someone who agrees to talk even though he isn't directly connected to your subject matter. After all, it's always good to network with others. In addition to finding presenters, try contacting organizations within your target audience. Find out if they're interested in hosting another similar event in the near future. Offer your assistance and see if you can persuade them to join forces.

Finding A Venue.

Choosing where to hold your event goes hand-in-hand with choosing its theme. Consider carefully both options and match them together. Remember that the location itself has great influence on how much energy your event will generate. An ideal place for an outdoor affair will probably look boring inside whereas vice versa applies to indoor venues. When picking out a venue, pay close attention to lighting conditions, capacity limits, parking availability, accessibility, AV capabilities, etc. All those attributes affect the atmosphere of your event and contribute to making it memorable.

At this point, you already know exactly what kind of event you wish to host. Next thing to do is to check if there are enough places suitable for holding your event. Start searching for suitable places by browsing Google Maps. Look for hotel meeting rooms, school gymnasiums, community centers, churches, libraries, universities, theaters, exhibition halls, stadiums, etc. As soon as you find a perfect spot, call the owner or manager to ask questions regarding reservation procedures, cancellation policies, rates, etc. Don't forget to ask him if he accepts credit cards. Some owners refuse to take card payments due to security reasons while others accept it only for large bookings. Another important question to ask is whether the facility offers audio visual systems and internet access. Check the website of the selected venue to ensure that it provides all amenities mentioned above.

Promoting Your Event

You wouldn't believe it but promoting your event doesn't involve just handing out flyers and brochures. There are dozens of ways to promote your upcoming event. One of them involves asking current clients, past clients, and prospective clients to recommend your event to friends and colleagues. Send emails to acquaintances, family, former co-workers, neighbors, and relatives letting them know about your event. Tell them why you chose that particular date and venue to hold your event, explain what your guests can expect once they arrive, remind them of your deadline, and request them to bring extra copies of agendas and RSVP cards. Use social media platforms such as Facebook, Twitter, LinkedIn, Tumblr, Pinterest, Instagram, Snapchat, YouTube, Digg, Reddit, StumbleUpon, etc. to post pictures and videos taken during your event. Write short articles featuring photos and quotes taken during the event. Create graphics depicting key moments and quote phrases used during the event. Post these visuals on websites such as Fiverr, Graphicsriver, Visualrepublic, Designhill, Vimeo, Picography, Canva, Weebly, Wix, Webs, etc. Using SEO tools, increase visibility of your content. Get creative with posters, banners, t-shirts, stickers, magnets, mugs, pens, notebooks, mousepads, flags, hats, hoodies, bags, backpacks, umbrellas, yard signs, billboards, advertisements, etc. Let everyone know about your event through word of mouth and encourage them to attend.

The last step - follow up after your event.

After finishing your event, check the feedback left by attendees. Is there anything you can improve? Did you meet expectations? Are you satisfied with service provided? Was the attendance rate satisfactory? How did people feel about your speech? Were they pleased with the quality of the food served? Do you need to change anything in terms of advertising? What changes can you implement to better accommodate next year's event? Make necessary adjustments based on their answers. Then send thank-you notes to everyone who attended your event.

As you can see, planning a big event consists of numerous steps. Each stage must be completed successfully in order to avoid delays caused by unforeseen circumstances. Moreover, it's crucial to establish clear goals for yourself and assign duties accordingly. That way, no single individual will end up taking too long to complete his tasks without getting distracted. Stay focused and treat your project seriously. Nothing comes easy in life, especially when it comes to event organization. Take action today and become a smarter planner tomorrow!

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