How to Run a Successful Business Conference in Person

You will attend at least one business conference during the course of your career. At times you may be called on to give a speaking presentation at a conference. There may also come a time when you are asked to take the reigns and run a business conference all on your own. Follow these few basic steps to ensure your conference is a success.

Things You'll Need

• Conference location
• Hotel accommodations
• Event schedule
• Audio/visual equipment
• Presentation speakers
• Conference attendees
• Entertainment

Instructions

1. Planning
   Select a date and location as early as possible. Accommodate out of town conference attendees by selecting a location close to an airport and/or interstate exit. Having a selection of hotels and restaurants nearby is beneficial as well.

2. Theme
   Determine a theme for the conference and carry it out from beginning to end. Start with the conference invitation, continue with the registration form and end with a 'thank you for attending' followup note. Setting a conference theme will generate excitement for attendees and capture their attention right from the start.

3. Events
   Schedule a variety of presentation events for the conference. Offer live speaker presentations alongside hands-on workshops. Hold round table discussions and small group networking meeting spaces. Having a presentation format variety will give your conference a smooth flow and keep attendees engaged in the conference material.

4. Equipment
   Test all of the audio and visual equipment that will be used at the conference individually. Secure a backup set of equipment in the event of equipment failure during the conference. Have a working knowledge of how each piece of equipment works to assist conference speakers during their presentations should they encounter usage problems. Know how to contact conference location technical support if needed.

5. Entertainment
   Schedule a variety of social activities for conference attendees in their free time. Consider getting discounted tickets to a local attraction or theme park. Host an informal cocktail and appetizer party by the hotel pool one night. Provide free phone calls and Internet access for keeping in touch with their home and office world during the conference. Making down time relaxing will keep conference time a success.

Tips & Warnings

• Spend a great deal of time and effort planning conference details. This will make the conference a success for all involved.

References

• PRLog: Holding a successful conference