Step-by-Step Guide to Planning a Conference

In the dynamic world of conference planning, success hinges on meticulous preparation, creative inspiration, and effective strategies. This blog offers a wealth of guidance, inspiration, and practical tips to navigate the intricate journey of organising a memorable conference for delegates. Whether you're a seasoned event organiser seeking fresh ideas or new to the industry and looking for step-by-step assistance, you'll discover invaluable insights to elevate your event planning process and ensure a seamless, impactful conference experience for all.

Conference planning is a multifaceted process that encompasses various types of events, from business and academic gatherings to hybrid and product launches, each with its own set of unique requirements and objectives. Conferences can range from straightforward one-day events to complex events spanning several days, incorporating diverse elements such as workshops, seminars, and keynote presentations. 

The significance of meticulous planning cannot be overstated. Successful conference planning ensures seamless logistics, engages participants effectively, and maximises the key benefits of conferences, such as knowledge sharing, networking, and fostering collaboration. Whether it's creating a memorable experience for attendees or achieving specific goals, effective planning is the cornerstone of a conference's success, regardless of its type or complexity.

A successful conference is more than just a gathering of people in a single space; it's a carefully orchestrated event that leaves a lasting impact on all who attend. Whether you're an event organiser aiming for excellence or an attendee seeking to maximise your conference experience, understanding what success looks like in this context is key to achieving and appreciating the full potential of these dynamic gatherings. 

The below outlines key characteristics of a successful conference as well as common pitfalls and failures in conference planning: 

Key characteristics of a successful conference: 

• Clear purpose - The conference has defined goals and objectives and a clear sense of purpose. 
• Engaging content - High-quality speakers, diverse topics, and interactive sessions.
• Smooth logistics - Well organised venue, efficient registration, and technical support. 
• Delegate satisfaction - Positive feedback, high attendance, and engaged participants.
• Networking opportunities - Facilitates valuable connections among attendees. 
• Continuous improvement - Utilises attendee feedback for future conference enhancements.
  

Addressing common pitfalls in conference planning:

• Set goals and objectives - Define clear and achievable conference goals and objectives.
• Budget management - Stay within budget and secure necessary funding sources.
• Effective marketing - Implement a well planned marketing strategy to reach the target audience.
• Logistics management - Manage logistical details such as venue, catering, and AV equipment.
• Speaker selection - Carefully select knowledgeable and engaging speakers or presenters.
• Participant engagement - Offer diverse and engaging content and networking opportunities.
• Feedback - Provide a simple mechanism for attendee feedback and continuous improvement.

Common reasons for conference failure:

• Lack of clarity - Unclear goals and objectives and messaging which confuses attendees.
• Poor planning - Inadequate budgeting, logistics, and marketing efforts lead to disorganisation. 
• Weak content - Insufficiently qualified or unengaging speakers and topics.
• Low attendance - Failure to attract a sufficient number of participants.
• Neglected feedback - Ignoring post-conference evaluations and not trialling recommendations to improve.

You can download ICC Belfast’s conference planning checklist for future use right here but keep reading for a detailed explanation of how to make the most of it.

Free PDF Download

Before diving into conference planning, the pre-planning stage is essential, involving a myriad of considerations that set the foundation for a successful event, such as defining goals and objectives, identifying target audiences, and establishing a budget.

These critical factors ensure that the conference aligns with its goals and reaches the right people within the available resources:

Deciding on conference goals and objectives:

• How - Define the primary purpose of the conference, including what you aim to achieve and the specific outcomes you want.
  
• Why - Establishing clear objectives guides the entire planning process, ensuring that every decision aligns with the conference's purpose and desired outcomes.

Choosing a conference delivery team:

• How - Assemble a dedicated and skilled team with diverse expertise, including event management, marketing, logistics, and content curation.
  
• Why - A well rounded team brings complementary skills, creativity, and experience to the planning process, increasing the conference's chances of success.

Working out a realistic budget:

• How - Calculate potential expenses and funding sources, ensuring you have a comprehensive budget that covers all aspects of the conference.
• Why - A realistic budget sets financial boundaries, helping organisers allocate resources effectively and avoid financial challenges during the planning and execution stages.

Understanding delegates:

• How - Research and define your target audience, understanding their demographics, preferences, and needs.
  
• Why - Tailoring the conference to your audience ensures that content, scheduling, and activities resonate with attendees, increasing participation and satisfaction.

Choosing a conference theme:

• How - Collaboratively brainstorm potential themes that reflect the conference's purpose and resonate with the target audience.
  
• Why - A well-chosen theme serves as a unifying element, making the conference more memorable and provides a cohesive framework for content and marketing efforts.

Planning a successful conference involves several key steps, each contributing to the event's overall effectiveness and impact. These steps will walk you through the essential stages, from defining your conference objectives to executing the event and gathering post-conference feedback.

STEP 1. Decide on a date
STEP 2. Choose a conference venue
STEP 3. Source conference technology
STEP 4. Book conference speakers
STEP 5. Create a conference agenda
STEP 6. Make food & drink arrangements
STEP 7. Hire conference entertainment
STEP 8. Schedule conference promotion
STEP 9. Host for delegate satisfaction
STEP 10. Gather conference feedback

STEP 1. Decide on a Date

Choosing the right date for your conference is crucial for several reasons:

• Seasonality - Consider weather conditions that may affect travel and attendance, as well as seasonal factors like annual holidays that could deter potential participants.
• Days of the week - Weekdays may work for professional and business conferences, while weekends may be more suitable for public events or family-friendly gatherings.
• Recurring conference dates - Avoid scheduling your event at the same time as major industry or competing conferences to prevent conflicting with potential attendees' commitments.
• Conference length - Longer conferences may require more flexible scheduling and additional considerations like accommodation for attendees, particularly those that may have to travel from international destinations.

STEP 2. Choose a Conference Venue

Choosing the right venue sets the stage for a successful conference, ensuring that attendees are comfortable, engaged, and able to access all necessary amenities and services. It is crucial when planning a conference for a number of reasons:

• Size and capacities - The venue's size should match the expected number of attendees. An undersized venue can lead to discomfort and overcrowding, while an excessively large venue can make the event feel sparse and less engaging.
• Spaces and room set-up - The venue should offer versatile spaces that can accommodate your conference's specific needs, including plenary sessions, breakout rooms, and exhibition areas.
• Accessibility and location - The venue's accessibility by road, public transportation, and proximity to airports is essential for attendees' convenience. A central location with nearby hotels, restaurants, and attractions can enhance the overall conference experience.
• Technical infrastructure - Ensure the venue has the necessary technical capabilities, including audiovisual equipment, Wi-Fi, and technical support, to meet your conference's requirements for presentations, live streaming, and interactive sessions.

ICC Belfast offers a range of flexible spaces that can accommodate conferences of varying sizes and purposes. Located right in the heart of Belfast means easy access to transportation, hotels, and attractions, making it a convenient choice for both local and international attendees.

EXPLORE OUR SPACES

STEP 3. Source Conference Technology

Incorporating the right technology not only enhances the quality of presentations but also expands the reach of your conference, making it accessible to a wider audience. It can be a key driver of attendee satisfaction and contribute to the success of your event. Technology plays a pivotal role in conference planning for several reasons:

• Conference staging, lighting, and production requirements - Advanced technology is essential for creating an immersive and engaging conference experience. This includes stage lighting, audio systems, projection equipment, and production capabilities that enhance the quality of presentations, panel discussions, and entertainment.
• Technology requirements for hybrid conference events - In the age of virtual and hybrid conferences, robust technology is vital to seamlessly connect remote participants, livestream sessions, and facilitate virtual networking. High-quality audiovisual equipment, reliable streaming platforms, and interactive tools are critical for hybrid events.

ICC Belfast boasts world-class audiovisual and technical capabilities, including state-of-the-art sound systems, lighting design, and video production facilities. This technology enhances the overall conference experience and enables event organisers to deliver impactful content to both in-person and virtual audiences.

EVENT PRODUCTION

STEP 4. Book Conference Speakers

Keynote speakers elevate the conference experience and bring diversity in perspectives and can be instrumental in inspiring and educating an audience. Booking influential keynote speakers is essential when planning a conference for several reasons:

• Drawing attendees - Influential keynote speakers act as magnets, attracting a broader audience and increasing the conference's appeal. Their presence encourages professionals to attend, enhancing networking opportunities and knowledge sharing.
• Enhancing credibility – Well-known and respected speakers lend credibility to your conference. Their endorsement can assure attendees that the event is valuable and worth their time.
• Topical variation - Influential speakers can cover a range of topics and perspectives, adding depth and diversity to your conference programme. This ensures that attendees gain insights from various angles and are exposed to the latest trends and developments in their field.
• Engagement and inspiration - Keynote speakers who are skilled communicators can captivate the audience, convey complex ideas effectively, and inspire attendees to take action.

At the inaugural SistersIN Celebration Event, keynote speakers inspired event attendees in the Main Auditorium as industry leaders addressed invited guests, mentors and pupils. The inaugural event was a celebration of pupils who had been participating in the SistersIN programme, which gave 180 students the opportunity to gain work experience, explore real life career options and connect with senior female leaders from Northern Ireland.

SistersIN Celebration Event

STEP 5. Create a Conference Agenda

Creating a comprehensive conference programme is the backbone of a successful event and is of paramount importance in conference planning for several reasons:

• Structure and flow - A well-structured programme with clearly defined schedules and timings ensures that the conference runs smoothly, minimising potential pain points such as delays or confusion about session start times.
• Diverse content - A comprehensive programme can include different conference tracks, breakout sessions, workshops, and activities catering to various interests and skill levels. This diversity keeps attendees engaged and allows them to customise their conference experience.
• Effective use of time - A thoughtfully planned programme optimises the use of attendees' time. It provides a balanced mix of content, networking opportunities, and breaks, preventing attendee fatigue and ensuring that participants get the most out of the event.
• Inspiration and learning - A well-curated programme features influential speakers, thought-provoking topics, and interactive sessions that inspire and educate attendees. It fosters an environment where participants can gain new knowledge, skills, and insights.

STEP 6. Make food & drink arrangements

Making food and drink arrangements play a critical role in conference planning for several reasons:

• Enhanced attendee experience - Providing quality hospitality, including food, beverages, and comfortable spaces for breaks, contributes to a positive attendee experience. It helps keep attendees engaged and energised throughout the conference.
• Networking opportunities - Breaks and meals are prime opportunities for networking. Well-organised hospitality services facilitate informal discussions and relationship-building among attendees, which can be as valuable as formal conference sessions.
• Positive impression - Offering top-notch hospitality leaves a lasting impression on attendees. It signals that you value their comfort and well-being, which can positively influence their perception of the conference and its organisers.

In July 2023, ICC Belfast welcomed 230 international TATA Motors employees from Mumbai to the city for the TATA Genuine Parts 20th Annual Distributor Conference, one of the division’s most awaited events. The adaptability of the venue’s largest exhibition hall, Hall 1, proved to be of immense value when choosing this location as the space seamlessly transitioned from a daytime conference setting to an evening awards venue within a couple of hours.

TATA Motors Ignites Belfast

STEP 8. Schedule conference promotion

Scheduling conference promotion is crucial for building awareness, increasing attendance, attracting sponsors, engaging participants, and presenting a polished image of your event. It is essential when planning a conference for several reasons:

• Audience awareness - Effective promotion through various channels, including social media, email marketing, a conference website, and branded merchandise, ensures that your target audience is aware of the event.
• Increased attendance - Promotional efforts encourage more registrations, resulting in higher attendance and greater networking opportunities.
• Sponsorship attraction - Robust promotion can attract sponsors and exhibitors who want to reach your conference's audience, contributing to the event's financial success.
• Engagement - Regular reminder emails as the event approaches keep attendees engaged and informed, helping them prepare for the conference.

STEP 9. Host for Delegate Satisfaction

To ensure delegate satisfaction when planning a conference, consider the following factors:

• Ensure the conference venue has straightforward layouts with clear signage and directions to key areas like registration desks, session rooms, restrooms, and dining areas.
• Set up information desks staffed with knowledgeable personnel who can provide directions, answer questions, and offer assistance.
• Provide delegate packs or information packs that include essential materials such as event schedules, maps, speaker bios, and information about nearby amenities. To minimise the use of printed materials, we recommend preparing these in digital formats wherever possible.
• Ensure the venue is accessible to individuals with disabilities, with features like ramps, accessible seating, and sign language interpreters. 
• Consider dietary restrictions and allergies when planning catering options to accommodate diverse delegate needs. 
• Curate a diverse and engaging conference programme which offers a variety of session formats, including workshops, panels, and interactive discussions.
• Facilitate networking through designated spaces, social events, and structured networking sessions, enabling delegates to connect and exchange ideas.
• Keep delegates informed through regular updates via email, mobile apps, or event websites, providing important information, changes, or reminders.
• Implement safety measures, such as medical assistance, security personnel, and emergency response plans. Provide access to wellness amenities like quiet rooms or relaxation areas for delegates to recharge.

STEP 10. Gather conference feedback

Gathering conference feedback during and after the conference will allow delegates to voice their opinions and concerns. Act on feedback to improve future conferences and show delegates that their input is valued. You can gather conference feedback in the following ways:

• Post event surveys - Design and distribute comprehensive surveys to attendees, capturing their opinions on various aspects of the conference, from content to logistics, and encourage open-ended feedback.
• Interactive Q&A sessions - During the conference, incorporate interactive Q&A sessions to gather real-time feedback. Use audience response systems or mobile apps to engage participants and gauge their reactions.
• Feedback booth or station - Set up a dedicated feedback booth or station at key locations, encouraging attendees to share their thoughts in person. Provide paper forms or digital devices for convenient input.
  

ICC Belfast's suggested conference planning timeline is a valuable resource for conference organisers. This timeline serves as a high-level checklist exercise, guiding event organisers through the stages of conference planning.

• 12 months before - Choose a date and decide on a conference venue.
• 10 months before - Establish conference goals and objectives.
• 6 months before - Assemble a conference planning team.
• 1 month before - Secure keynote speakers and presenters.
• 1 week before - Finalise logistical details, including AV and catering.
• 1 day before - Conduct a final walkthrough of the conference venue.

Bookmark this blog as your go-to resource throughout your conference planning journey, packed with expert advice and step-by-step guidance to ensure your event's success. With a proven track record of hosting world-class events, ICC Belfast’s expert team offers unparalleled knowledge and support throughout the planning process. From cutting-edge technology services to versatile venue spaces and award-winning hospitality, ICC Belfast is committed to bringing your conference vision to life.

Plan a Conference