How to Host a Conference

Or: How to Get Paid for Having a Party!

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.

Related information
  • Lay out your timeline so you can meet all deadlines and order products to arrive BEFORE the event!
  • Make friends with the event planner at your venue. They will be your lifeline.
  • Delegate duties so the work is distributed.
 
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I am looking to host a conference in Chicago for my University's BSU. This conference is to hold up to 27 Universities estimating only the ex. board attends about 6 people per University. I have a date, venue, and city, how ever I am not sure how to Invite people to do workshops. I was wondering what is key in inviting someone to do a workshop at a conference?

Posted on 07/26/2008 at 11:07:39 AM

I hope Ms. Payton works as a conference planner as I would certainly consider using her services. I will be contacting her soon.

Posted on 08/29/2006 at 4:08:00 PM

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