Holding a conference is a great opportunity for professional development and business networking for any industry. Bringing people together to learn is very important in the development of your whole team, and allows for progression within the industry as a whole.
At Venton we understand that preparing for a conference can be a complex task, so we have put together a checklist to help you know where to start when planning your event.
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Establish Your Businesses Goals and Objectives
When planning your conference, the most important starting point is establishing your business goals and objectives. What is it that you want to achieve from your conference?
For example, here are a few questions to help you plan out your conference goal:
Set Your Budget
Having a number for your budget in mind when planning your event is very important.
Plan out the definite non-variable aspects of the spend required (e.g. location hire, equipment), and also account for variable costs that may change depending on aspects like the number of people attending (e.g. catering, merchandise), how much marketing will cost, and any extras that you may desire to include.
Choose Your Theme
When planning your conference, it is a good idea to choose a theme that best suits your business and what it represents. Linking to your Goals & Objectives, what is your goal for the conference and how do you plan to use your theme to attract your audience and highlight your brand?
For example, here are some concepts to consider:
Choose a Venue
When it comes to hosting a conference, one of the most important things to consider is the venue itself. Choosing the correct environment for your conference can affect how your audience views your business and influence your reputation.
So what should you be looking for in a successful venue?
One of the first factors you should consider when choosing a venue is its capacity. Think about how many attendees you are expecting, which configuration they are going to be seated in, and how much space you need as a host.
Think about the technology you will require during your conference, would you be providing the equipment yourself or would you prefer to use technology already in place at the conference centre? Within some centres, they provide the latest technology to impress your attendees and reduce the worry of transporting or damaging your own equipment.
Another aspect of venue planning is considering the idea of catering for your attendees. This can often be sourced through local catering companies who can deliver to the conference venue, and sometimes can be provided by the conference venue themselves.
Purpose-built in 2019, the Venton Conference Centre Cornwall is a brand-new conference space with easy access to the A30, designed with cutting-edge technology to help ensure your event runs smoothly, effectively, and leaves a lasting impression.
We can create the space to fit your needs with delicious menu options and unwavering support from our events coordinator.
Research Potential Guest Speakers
Having the right speakers at your conference will help to set the tone for the entire event, and planning them as early as you can is beneficial as you cannot build your official schedule and marketing until they are secured.
Research potential speakers with a positive impact on your industry, are well known and can offer their expertise to your attendees. These speakers will have the best chance of creating a lasting impression.