How to plan a conference agenda

how to plan a conference agenda

Free Checklist for Planning a Conference

Mar 16,  · Whether you have a short, one-hour meeting or one that lasts a full day, you can use these steps to help you write an agenda: Identify the meeting’s goals. Ask participants for input. List the questions you want to address. Aug 22,  · Plan the Conference Details With some of the larger responsibilities tackled, such as conference venue selection and attendee registration, you can shift your focus to planning the particulars of the conference. As is the case with planning an event of any nature, being organized is just as paramount as attention to rutlib6.comted Reading Time: 5 mins.

Successful conferences come in all flavors and sizes: The multi-day national seminar now fitness professionals, the one-day conference for regional business leaders under But successful conferences all have one thing in common: a planner somewhere who planned early and often for success.

The event pros who hold the most successful conferences are always on the lookout for afenda and tricks to polish their strategies and tackle their to-dos. And for a quick guide to conference planning, we wrap it up with a helpful conference planning checklist!

Uow venues can lend unexpected flair to a conference. Locations like museums, historical sites, theaters, libraries, and sports arenas have all hosted conferences. But consider the needs of your group: A venue should set the stage for the conference to do its work, not steal the show. Make sure are comfortably sized spaces for the big group seminars or breakout sessions your group requires, that there are adequate restrooms for the event size, catering meets special dietary needs, and that the venue is ADA compliant.

Conferences that draw out-of-town attendees are particularly well-served by the convenience of hotel accommodations, fo pricing, and the enhanced networking opportunities of having everyone in one place. Get your conference name badges ready: Networking is a top reason people attend conferences. And in a job search, face-to-face networking is several times more effective than networking online.

These events allow people to talk and build connections with those who share their career interests or personal passions—facilitate their success. If you are using or developing a conference app, think about ways the app itself can support networking:. Be sure to provide good old-fashioned offline opportunities as well. Design opportunities that include introverts in networkingtoo, and see an event-satisfaction bump from up to half of your how to find the closing price of a stock. If attendees are coming to your conference to deepen their knowledge, follow a clear plan to source your content.

First, if possible, poll your audience about topics, sub-topics, and depth of subject matter knowledge. Set up go event Facebook group, which offers a straightforward polling feature.

The business development and marketing teams should be up-to-date on subject matter issues and trends currently drawing the most interest. With these insights in hand, recruit and confirm relevant speakers. After your core speakers are confirmed, check your original plan against the lineup.

If there are missing topics e. The event website must be optimized for search engines so people will find it online. Think about what attendees might search for when looking for a conference related to their interests or industry—those are your main keywords. As it gains traction, your conference name will be a keyword itself.

Include your conference name and other keywords in your page conterence and throughout dvd r what is the difference content.

Social platforms, email marketing campaigns, and pay-per-click strategies are the branches and leaves of your marketing tree. Reach your audience on the social platforms that make the most sense for their demographics and your event.

Professional event? LinkedIn hoq a z. Young professionals? Try Twitter. Check out the general tips on putting together a comprehensive social media strategy for an event. But look out for these common trouble spots:. Get out that conference planning timeline again, and schedule several times for a metaphorical walkthrough of the conference from the point of view of:.

Look for pain points and problems, and also for ways to improve the experience for each group. No matter how experienced you are, this step almost always uncovers opportunities to make your conference better! The more engaged they are with the app, the stronger the benefits. A conference app delivers all the benefits of traditional paper-based conference information, while achieving three essential goals:.

To elevate engagement before the conference even starts, encourage attendees to use the app for schedule planning: Include an easy-to-use calendar feature that makes all the necessary info readily accessible. Give people a way to find detailed agenda information, speaker bios, and even a way to submit questions to speakers.

Once the conference starts, attendees should be familiar with using the app. Keep them engaged with content such as speaker slides and networking opportunities. You might even present the chance to fill out speaker evaluations in-app at the end of each session, with respondents entered for a prize drawing right there at the conference. Want to grow along with the latest trends in participatory meetings?

Check out books making a big splash in the space. They cover the ins and outs of meeting design in depth. If books are your bag, check conferencee our other top recommendations for books that help event planners level up. To stay on track with the basics, follow this step conference planning checklist with links if you need to brush up on your skills in a particular area :.

After the conference, use that post-event feedback in the ways you determined pre-event. And find out how to increase your event budget with tips from our event budget ebook. Make sure the venue aligns with the event Alternative venues can lend unexpected flair to a conference. Bring incredible conferences to life, no stress Get Started Free. Create conference diagrams in minutes Get Started Free. Posted in Event Planning.

Suggested Tasks

Mar 01,  · Step 5: Planning On-site Details. Finally, after organizing and implementing the business elements of the conference, you can begin to think about the on-site includes how attendees will navigate the conference, the general layout of each room, and the distribution of food and is the part of planning a conference that most people associate with event rutlib6.comted Reading Time: 3 mins. Getting organized: This step-by-step guide to planning your conference is a practical tool that will allow you to plot out the critical path to success, develop a realistic timeline and allocate tasks to your committee and helpers. Write the conference agenda ahead of time. Writing it advance gives the attendees and the team enough time to prepare. Provide the important details. Write the time that the conference should start and end, who are the attendees, and the place and date of the event.

As an event organizer, how do you build the perfect agenda? Read these tips on how to build a conference agenda that aligns with your event goals while keeping attendees engaged. Where is the next session being held?

Which sessions will be most helpful to me? The key to creating an enjoyable event experience without overwhelming attendees is to organize event content in an intuitive and digestible way.

For this reason, creating a quality conference agenda is essential. The conference agenda is the backbone of the event content. Making sure all event information is discoverable, consumable, and relevant is what makes an event agenda stand out from the rest. Keep in mind that a strong conference agenda is just as important for organizers as it is for attendees.

An agenda provides a way for organizers to accurately measure event engagement, seek attendee feedback, and offer sponsorship opportunities. The following tips are meant to assist in creating a conference agenda from beginning to end. These best practices can be applied in various use cases to ensure a quality event agenda.

Before diving into the structure of the agenda, organizers must know what type of content attendees want to learn. Once the overarching theme have been finalized, the topic must then be divided into pieces of digestible content. This can be done by including survey questions within the event registration form such as:. Questions like these will help in crafting the event content as well as knowing the types of speakers that will be most helpful to attendees.

These questions can also be asked through email marketing campaigns prior to the event or through the event app. Polling in general is always a good way to understand the attendee perspective to help inform big decisions. Once the content within the conference agenda has been established, figuring out how to make this information accessible to attendees is the next important step.

Before the digital age, agendas were mostly distributed in paper form. Now with the rise of the event app , organizers are able to upload all event sessions and content in the app for attendees to access before, during, and after the event. Hosting the conference agenda within the event app makes for a smoother experience as the app will also include other aspects of the event that are related to the agenda such as networking with other attendees, viewing a list of speakers, and accessing a list of sponsors.

The smoother the sync between your app and agenda, the better the overall event experience will be. A common challenge that arises when trying to organize event content is figuring out a way for all information to be easily searchable.

If your event has over a hundred sessions, navigating the entire schedule can be overwhelming. To avoid this, organize sessions by tracks. A track is an umbrella topic under which multiple sessions can be found.

For example, if you are hosting a social media conference, one track you may want is video marketing. This track will include all sessions focused on video and attendees could search accordingly. This makes for a much more intuitive agenda experience. Source: Social Media Marketing World Just as people differ in the ways that they learn new information, people also differ in how they prefer to view information.

An agenda should have multiple viewing options for this reason, especially if there are many different sessions to choose from. Examples of how to organize agenda viewing options is by room number, speaker, time, and track. The types of view you choose should align with the overall conference structure as well as the venue. In some instances, attendees will prefer to have the conference agenda be directly embedded to their personal calendars. This allows attendees to see each session within the context of their own schedules, making the event experience more personally relevant.

A seamless attendee experience is always a key factor for event success and being able to quickly add sessions to a personal calendar makes for an intuitive experience.

To maximize its value, the agenda should be as interactive as possible. Make sure that each session can be liked and rated which allows the organizer to collect valuable information to draw actionable insights. Making an interactive event agenda allows attendees to be more engaged throughout the conference while also offering important data that organizers can then use to inform future decisions.

An example of a session rating within the event agenda. Staying in line with the previous point, a specific way to encourage engagement is by serving live polls within the agenda.

This helps you as the organizer capture valuable feedback in real time and allows you to share it directly with your speakers.

Polls within the agenda can help to improve not only future events but the event that is currently being held. Real time analysis of sessions is an important way to check the pulse of your event and will help you to make certain changes to the schedule if deemed necessary.

Event organizers are always thinking of creative ways to provide value to their sponsors. Because the event agenda is constantly being viewed and engaged with throughout the conference, it serves as ideal real estate for sponsors to showcase their brands and offerings. Solutions such as sponsored sessions and sponsored polls are great ways for companies to get directly in front of the attendees. Having an agenda that is able to provide proper exposure on behalf of your partners is a key leveraging point when securing event sponsorship.

Sponsored session within the Bizzabo event app. Interested in learning more about event sponsorship? Click below the grab the Event Sponsorship Guide :. In order to increase interest in the event, make the agenda shareable on social media prior to the event date. In addition to your other marketing strategies, making the agenda viewable and shareable on social media will allow the event content to speak for itself and possibly persuade more people to register for the event.

The more social media friendly the agenda is, the more likely it will serve as additional marketing collateral for your event. While providing opportunities for attendees to engage with the agenda is important, those actions mean very little if they are unable to be measured.

Be sure to build a conference agenda in which all engagement is able to be captured and reviewed after the event. For instance, Bizzabo's analytics dashboard will provide an accurate overview of event agenda performance. These metrics will be of interest to key stakeholders such as sponsors and senior leadership because stats like these shed light on the overall event ROI. Being able to prove event ROI is necessary to attract more sponsors for future events as well as to persuade managers with decision-making power to continue to invest in live events.

The conference agenda is not solely a means of transferring information; it is an extension of the event brand. When attendees view the agenda, they should be able to immediately associate it with your particular conference. Having a customizable editor that offers a wide range of fonts, colors, and other design details will be necessary to create an agenda that is as on-brand as possible. Treating the conference agenda as an extension of your event brand will further solidify the uniqueness of your event due to the consistent aesthetic across all attendee-facing touch-points.

Many of the tips mentioned on this list, such as agenda analytics and syncing with the event app, require that the agenda builder be housed within an all-in-one event management software. Most event platforms will have a native agenda builder but it is important to be fully aware of its capabilities and to discern whether these functionalities align with your goals for the conference agenda. For example, if post-event analytics is a priority, make sure that engagement is able to be measured from the backend.

Stand-alone agenda builders could not provide as much value as those housed within an all-in-one platform so doing your due diligence when researching event software is crucial in ensuring a strong conference agenda. Wrapping Up. A successful onsite event experience is dependent on how attendees are able to search, navigate, and consume the event content. That is why putting in the extra time and effort into creating an agenda that accurately reflects the event brand, content, and vision will pay off not only during the event but well after it is over.

Utilize these tips to build the perfect agenda for your event! Topics: Event Management. We all know attendee satisfaction is key to event success, but how do we measure it? Learn which KPIs are most helpful when capturing attendee satisfaction. Looking to host a crypto or blockchain conference?

Check out these tips on planning a crypto conference as well as key takeaways from other large crypto events. Trying to grab the attention of your potential customers? Learn how to use events as a part of your multi-touch marketing strategy. Bizzabo Blog. Search Results. Stephen Kim Mar 12, AM.

This can be done by including survey questions within the event registration form such as: What do you hope to takeaway from this conference?

What types of sessions will be most valuable to you? How do you hope to increase your knowledge regarding this topic? Source: Social Media Marketing World 4 Create multiple agenda views Just as people differ in the ways that they learn new information, people also differ in how they prefer to view information. An example of a session rating within the event agenda 7 Allow attendees to take polls within the agenda Staying in line with the previous point, a specific way to encourage engagement is by serving live polls within the agenda.

Sponsored session within the Bizzabo event app Interested in learning more about event sponsorship? Click below the grab the Event Sponsorship Guide : 9 Make the agenda social media-friendly In order to increase interest in the event, make the agenda shareable on social media prior to the event date. Wrapping Up A successful onsite event experience is dependent on how attendees are able to search, navigate, and consume the event content.

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