Planning a work conference is a heavy lift, and if you’re sitting before a blank sheet of paper wondering where to start, you might feel overwhelmed.
When you plan and stay organized, you can pull off a successful event that people will be eager to attend next year.
So, if you are wondering how to plan a work conference, read on for work conference planning tips to take your event from an idea to reality.
Decide on Your Goal
Before you get into the details, the first step to planning a work conference is deciding on a goal.
What is the purpose of this event? What should attendees expect to gain from the conference? What would make the work conference a success in your eyes?
Narrowing in on a goal will help keep your plans focused and the vision clear to have the best event.
Set a Theme
Here’s where the fun starts! In your preliminary planning, consider the themes you wish to use in the coordination of your event.
Event themes can be anything from fun and light-hearted to serious and productive. Your theme can even be a combination of these two. Setting a theme will come quicker if you have a goal for your event.
If the goal is to allow your organization to connect and take a breather after a busy season, you might consider a more relaxed event. Or, if your team is preparing for a big project that will need all hands on deck, you may plan a workshop conference to get the juices flowing.
Determine Your Budget
Determining the budget for your conference is a step you cannot skip. Setting a budget early in planning a work conference will save you headaches and overspending later.
Create a budget including line items for all aspects of your event coordination. Your budget will need to include many of the following items:
- Venue
- Entertainment
- Food and Drink
- Marketing
- Vendor or Speaker Fees
- Team Member Pay
Ensure you have included all you will need or want to have at your event to avoid any financial surprises in the planning process.
Choose a Venue
Once you have set a date for your conference, you need to choose a location.
You have a handful of options to consider for venues. Once you know your budget, you can choose a space that fits within the set numbers.
Choose among hotels, universities, or unique venues. A corporate meeting space might be the best option for your budget and needs.
Build Your Team
Don’t plan this conference on your own. Form a team that can help with event design, entertainment, catering, and vendors or speakers.
Form your team and plan an initial meeting to get everyone on the same page.
Design Your Conference Schedule
You’ve planned many essential items like the venue, theme, and budget. And now, with your team working on the details, you can set the conference schedule.
Create a draft of the schedule and share it with your team for input or changes. Make sure to share this with speakers and vendors for clear communication.
Learn How to Plan a Work Conference for a Successful Event
Take a deep breath. You’ve done great work in the initial planning of your event, and with a great team by your side, you can coordinate a successful day.
Once you know how to plan a work conference, plan future events with no stress.
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