How to Host a Conference

Every industry holds conferences. There are financial investor conferences, alternative health, psychic, baseball card trading, and pet lover conferences. Some cost several hundred dollars to attend, and others are free. But what’s really involved in planning a conference?

Conference events can be beneficial to all parties involved. The hosting company makes money on the presentation fees or admission price. The presenters get to share valuable information to a targeted audience, as well as meet potential customers. The attendees learn about companies/subjects of interest, and gain networking opportunities.

Where and When?
While planning a conference may seem daunting, it just takes careful planning and a project scope (as well as a little investment up front). The first step is selecting a city, venue, and date. One may depend on the other. Many popular cities, like New York, have dozens of facilities suitable for a conference, and can accommodate a range of sizes. But plan ahead: some times of year are very busy, and you want to make sure not to schedule your conference the same weekend as a competitor’s.

Spread the Word
Once you’ve got a venue and date, tell the world! Take advantage of any mailing lists you have. Send direct mail and email blasts announcing the conference and key reasons people should attend/present. Include contact information. Advertise in your industry’s well-known publications as well as newspapers in the city where the conference will be held.

The first conference is the hardest. Potential presenters will want to know your success rate. If you’ve never put on a conference, look to competitors and make an estimate on attendance. Keep the mindset that this is the best conference ever! Your confidence will bring in presenters. Contact clients, well-known leaders in your industry, and ask colleagues if they know companies or individuals who would be interested in presenting their knowledge at your conference.