Conference event planning can be a time-consuming and potentially stressful process to manage. Chill Out! Event Management has created this guide to walk you through the basics of what to do and what not to do when planning a conference.
If you would like some more guidance from a leading light in the event management industry, contact our team to hear about how we can take the process of conference event planning off your hands with over 20 years in the business.
What is a Conference Event?
In the simplest terms, a conference event is a professionally organised gathering that brings people together around a specific purpose or theme. A conference is designed to achieve strategic goals such as educating and motivating attendees, generating leads, showcasing capabilities or delivering important content to attendees.
Chill Out! offers a turnkey experience for conference event planning, covering everything from initial conception to the day itself. This includes venue sourcing, world-class audiovisual setup, delegate management, transportation, accommodation and post-event data gathering. Every aspect of the event can be tailored to your brand’s voice, audience and message, ensuring the theme and tone of the event align perfectly with your company’s ethos.
Technology and creative production can play an important role in building engagement at these events, by incorporating tools such as lighting, presentation systems, live polling, delegate apps and hybrid or virtual event capabilities. Conference events can vary widely in size and scope, from internal staff gatherings to large-scale global conferences.
In essence, a well-planned conference event is more than just a meeting. It is a fully managed experience focused on delivering measurable impact for an organisation through carefully planned content, logistics and production.
What Makes a Successful Conference?
A successful conference event delivers clear objectives while maintaining the engagement of its audience throughout. The conference event planning stages are essential; beginning with a strong purpose and well-defined goals, which provide solid foundations that will help to shape the event. This often starts before the event to include setting the theme and engagement with attendees. The venue, schedule and format should be designed to fit the audience and message, creating an environment that encourages focus and interaction.
Attention to detail in logistics, from guest registration to catering, ensures a smooth and professional experience that will reflect well on your business. Effective use of technology such as audiovisual systems, interactive apps and even hybrid options can go a long way to enhancing communication and participation. Strong branding throughout the event itself and consistent messaging will help to reinforce the organisation’s identity and values before, during and after the conference.
A successful conference leaves a lasting impression by inspiring delegates and encouraging follow-up action. Evaluating feedback and outcomes allows organisers to measure success and improve future events, ensuring the conference achieves both its immediate and long-term objectives. Choosing the right event management company to focus on handling your conference event planning can create a memorable, successful experience.
Why Do Some Conference Events Fail?
One of the key reasons why a conference event fails is that the organisers are taking on too much. Conference event planning is a job in itself, so attempting to do it alongside your workload can lead to oversights. Starting event marketing too late means people may not be able to attend on short notice. Misjudging the size and tone of a venue can create an uncomfortable experience for your guests. The wrong date can make attendance less likely if it clashes with holidays or other events, and neglecting to follow up with delegates afterwards can limit long-term engagement.
How to Address Common Pitfalls in Conference Event Planning
The two key pitfalls that are common in any event planning are not having clear objectives for the event and budget management. In conference event planning, clarifying the main objectives and goals of the event is crucial. That will then in turn impact all facets of the event including the timing, location, venue, technology and the guest list.
Managing your budget is vital to ensure fiscal responsibility. Events often include the use of many different suppliers in different countries. Negotiating with vendors and ensuring there are no hidden costs are crucial to ensure your event comes in, or under, budget. Tax, service costs and supplier contracts can vary significantly from event to event
Choosing an experienced event management company can support you in surpassing your objectives and managing your budget effectively.
How to Plan Your Conference Event
4 Months to a Year Before the Event
At the start of the conference event planning process, begin by clearly setting the objectives to ensure all activities align with its purpose. Create a detailed budget and decide whether the event will be free to attend or require a fee. Before finalising the date, confirm the availability of key stakeholders such as senior team members and speakers. As well as speakers, you should look at approaching and confirming who will chair the event. Start gathering information about both speakers and the chair for use in promotional materials. Draft the event programme, including the intended message, and consider the format and room layout.
Then book a suitable venue, considering factors such as location, sustainability, accessibility, room layout and breakout rooms. Decide on the backdrop, decoration and branding for the main conference and breakout rooms that reflects the event and the style of your business.
Prepare a delegate booking and registration system, and determine audio-visual requirements, such as PowerPoint, video recording facilities and microphones. Provisional hotel accommodation should be arranged for speakers and delegates travelling from afar.
Before finalising the event date, take into account any religious holidays, school breaks and other events that could clash and may attract a similar audience.
2-3 Months Before the Event
This is the point where the foundations of the event have been decided and booked. Now it is time to start fine-tuning those details and organising the finishing touches. It is at this stage of the conference event planning process that you should be finalising and sending out the marketing materials for the events, like teasers, invites, a website and various programmes. This is also a good point to ensure any requirements the speakers have will be met and that your initial budget is on track.
With this first wave of marketing being sent out, it is also the best time to discover any specific needs your guests will have. This can include anything from dietary requirements to the need for sign language interpreters and other assistive measures. Once this information is received, it is then a good idea to start reaching out to caterers and your chosen technical team.
1 Month Before the Event
As each stage is completed, you should be seeing your event take shape piece by piece. During the first stage you laid the foundations of the event and at the second stage, you started the process of fine-tuning and planning. A month prior to the event is when the majority of features start to be confirmed and set in stone.
This is the point where the catering is finalised and logistical arrangements made, as well as ensuring the technical and audiovisual side of things is ready to go. It is wise to send out a reminder to your guests and speakers with confirmed details of the event and its location. Scheduling lists for any breakout rooms, if relevant, should also be confirmed now.
1 Week Before the Event
In the week preceding the event, you will find yourself completing final checks, confirming all final arrangements with suppliers, organising physical materials and making sure everyone who is needed at the event is there on time. At some point during this week, it is a good idea to send out one final email to your guests, providing information on parking, transportation, permits, hotels, a hashtag for social posts, timings and anything else that is crucial to making both yours and your guests’ day as easy as possible.
During this week, you should be arranging the delivery of any physical media (like posters or programmes) to the venue, so they are ready to go on the day of the event, as well as test any digital media. You should also send over your final running orders to the production team, caterers and the venue itself to double-check everything will proceed as planned.
The Day of the Event
On the day of a conference, organisation and preparation are key to ensuring everything runs smoothly. Begin by setting up a registration desk well before guests arrive. Arrange name badges alphabetically if you are planning to use them, and separate speakers’ badges. Keep track of attendees and provide badge-making facilities for last-minute changes. Clear signage should be placed at all strategic points to direct delegates to registration, cloakrooms, refreshments and conference rooms and any other important information.
Be sure to arrive early to test the audiovisual equipment and assign staff appropriately. Welcome speakers and the chair personally, offering refreshments and introductions to the conference manager and technology team. Provide them with an opportunity to test the equipment and review their brief.
Any members of the media, like journalists, should be greeted with media packs and badges with designated seating and a quiet interview room if required. Guests should be registered efficiently, guided to seats or tables and any latecomers seated with minimal disruption. Throughout the day, collect feedback using printed or online forms and encourage the use of the event hashtag. One final thing to remember is to enjoy the event; if you appear natural and relaxed, that feeling will be reciprocated.
After the Event
The usefulness of a conference doesn’t end as the last guest leaves; it is crucial to keep it as a focus afterwards. A few days following the event’s conclusion, it is important to send out feedback forms to complete. This method can be used to garner further interest about your company and your products, or just general feedback on the event itself. This data can provide valuable insights on what to look out for and potentially change moving forward.
Conference event planning can be a long process, but it can yield fantastic results for your company and could become a regular boost every year.
Why Choose Chill Out for Conference Events
This guide has shown you the basics of conference event planning, as well as some common issues to look out for. These events are powerful platforms for sharing knowledge, inviting collaboration and driving business growth. A well-planned conference can strengthen relationships, communicate your brand’s message and leave a lasting impression on delegates.
At Chill Out! Event Management, we have the expertise to plan and deliver seamless, impactful conference events tailored to your exact goals. Our team handles every detail, allowing you to focus on your organisation’s vision.
Chill Out! isn’t just your trusted partner for conference event planning; we also specialise in a wide range of corporate events designed to engage, motivate and inspire. This includes gala dinners, product launches and incentive programmes. Get in touch with us through our website or call +44 1344 643 409 to start planning your next exceptional event.