Organising a conference is an excellent way of bringing people together around a specific subject.
Whether it's for a company, an association or a personal project, it's a unique opportunity to share knowledge, strengthen a network and achieve specific objectives.
In this article, we take you through all the steps involved in organising a successful conference.
Step 1: Define your objectives before organising a conference
Defining objectives is an essential step in organising a conference or symposium. Before you start setting up the project, ask yourself these key questions:
What is the main purpose of this event?
Is it to raise awareness of a specific subject, share knowledge, offer a platform to experts, or strengthen your professional network?
Each objective directly influences the strategy, planning and running of the conference. For example, a conference aimed at informing will require speakers specialising in a specific topic and a clear format to guarantee the quality of the discussions.
The objective also needs to be aligned with your target audience: is it professionals, businesses, or a curious general public?
Appropriate communication, whether via social networks or in person, is crucial to attracting participants. Finally, bear in mind the setting of the event, whether online or in person, to ensure the overall success of your project.
Step 2: Choose the theme of the press conference
Choosing the theme is a strategic step in organising a press conference. It involves determining the central topic that will capture the attention of your audience and encourage participants to attend the event.
Ask yourself: what are the needs or interests of your target audience at a conference?
A well-chosen theme reflects the objective of your meeting, whether it's to announce a corporate initiative, highlight sustainable development issues, or share advances in a specific field. The theme should also be in line with the image you want to convey and the main message your speakers will be delivering.
To ensure effective communication, choose a clear and engaging theme that leaves a lasting impression on participants. If your event is to be held face-to-face, also adapt the format and venue to this choice to maximise impact.
A good theme is the key to success: it creates excitement, attracts media attention and ensures a memorable event right up to the big day.
Step 3: Setting a date and finding a venue for your conference
Setting the date
Setting a date is a key step in organising a conference. To avoid unforeseen circumstances and ensure optimum management, draw up a detailed schedule. Include steps such as booking the venue, promoting the event and registering participants.
Also take into account the availability of speakers and guests to maximise the chances of success.
Finding the right venue
The choice of venue plays an essential role in the quality of the event. Choose a comfortable, well-equipped venue that is easily accessible for participants. If the event is online, select a platform that offers a fluid and interactive experience, so that all participants get the most out of the conference. A well-chosen venue or format guarantees efficient organisation and a positive impact on the big day.
Step 4: Identify speakers
Speakers are the soul of your conference, the ones who bring the subject to life and captivate your audience. Choose experts who are recognised in their field, able to share quality knowledge and meet the needs of the audience.
Take into account the format of the event: a round table, a symposium or a one-to-one presentation requires different profiles.
To ensure that your speech makes an impact, help your speakers to prepare. Provide them with a clear guide outlining the key points to be addressed and advice on how to adapt to the audience. A good choice of speakers contributes directly to the success of the event and its memorable effect on participants.
Step 5: Define the conference budget
Drawing up a precise budget is an essential step in ensuring the effective management of your conference. Look at all the items of expenditure: venue hire, speakers' fees, technical equipment, communication, and services provided by suppliers. Don't forget to include unforeseen costs to avoid unpleasant surprises.
The budget should also be aligned with the format and objective of the event. A face-to-face conference will require different expenses to an online conference. Plan according to the number of participants and the specific needs of your audience. Good financial management is the key to a successful event, while optimising the resources available.
Step 6: Draw up a programme
A structured programme is essential to maintain participants' attention and interest throughout the conference. Include a variety of interactive presentations, alternating between presentations, round tables and discussions with the audience.
Plan regular breaks to allow participants and speakers to recharge their batteries.
Take into account the format of the event, whether face-to-face or online, to optimise planning and provide a seamless experience. A well thought-out programme creates an engaging dynamic and guarantees the success of your conference.
Step 7: Promote the event
Promotion is a key step in ensuring the success of your conference. Use social networks to reach a wide audience, send targeted newsletters to your audience, and consider organising a press conference to maximise visibility.
A well thought-out communication strategy must be adapted to the format and audience of the event.
Highlight your strong points: prestigious speakers, captivating theme or unique venue. Work with partners and service providers to extend your reach. A good promotional plan attracts participants and makes your event a not-to-be-missed event.
Step 8: Manage registrations
Managing registrations is a key step in ensuring that your conference runs smoothly. Use online solutions such as Imagina, a user-friendly platform that simplifies the process for participants while allowing you to collect essential information.
This data helps you to better understand the needs of your audience and adapt the event accordingly.
Choose an intuitive system that offers an effortless experience, whether for a small number of guests or a large audience. Good registration management contributes directly to the success and efficiency of your event.
Step 9: Preparing for D-Day
D-Day is the high point of your conference, and meticulous preparation is essential to ensure its success. Check that everything is in place: technical equipment, signage, printed programme and well-briefed teams. Ensure a warm welcome for guests, creating a positive first impression.
Coordinate with your suppliers to deal effectively with unforeseen events, and keep one person dedicated to general supervision. Impeccable organisation reduces stress and ensures a smooth experience for all participants.
Step 10: Plan technical solutions
The success of a conference depends on flawless technical management. Anticipate common problems, such as a faulty microphone, a projector that doesn't work or an unstable Internet connection.
Have back-up equipment available and make sure that a qualified technical team is on hand to intervene quickly.
Test all equipment before guests arrive and prepare alternative solutions, especially for online events. Thorough technical preparation ensures a smooth and professional experience for your audience, enhancing the success of your conference.
Step 11: Collect feedback from participants
After your conference, collecting feedback is essential to measure its success and identify areas for improvement. Use tools like Imagina, which offers online satisfaction questionnaires that are easy to distribute and analyze.
This feedback allows us to understand what stood out to the audience, the strong points of the event, and the unmet needs.
Include clear questions about the quality of the interventions, the general organization, and the perceived impact of the event. This data is valuable for improving your future conferences and always better meeting the expectations of your audience.
FAQ for organizing a conference
What are the stages of organizing a conference?
Organizing a conference goes through several key stages: defining the objectives, choosing the theme, setting a date, selecting a location, identifying the speakers, developing a program, promoting the event, managing registrations, preparing for the D-Day , and collect feedback from participants. Each step is essential to guarantee the success of the event and meet the needs of the public.
How to start speaking at a conference?
To get a conference off to a good start, start with a clear and engaging introduction. Introduce the topic, event objectives, and key speakers. Use a strong image or inspiring message to capture the audience's attention from the start.
How long is a conference?
The ideal length of a conference depends on its format and content. In general, a conference can last 2 to 4 hours, or even a full day for complex conferences or events. Be sure to include breaks to keep participants’ attention.
How to set the price for a conference?
To set the price of a conference, take into account the costs linked to the organization: rental of the venue, remuneration of speakers, equipment, and communication. Also analyze the profile of participants and the market to offer a competitive price, while covering your costs. Offering discounted pricing options or early birds can encourage registrations.
What are the tools for organizing an online conference?
Platforms like Zoom, Microsoft Teams, or even specialized solutions like Imagina make it easier to organize online conferences. These tools allow you to manage registrations, stream the event live, and even collect feedback with built-in features. They guarantee a smooth experience for the participant and the organizer
