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Apr 20, 2023

Pro Tips for Conference Planning

Conferences are an excellent way to bring together people from different fields and backgrounds to share ideas, learn from each other, and network. However, planning a successful conference can be a daunting task that requires a lot of organization, attention to detail, and careful planning. In this blog, we will discuss some tips for conference planning that can help you create a memorable and productive event.

Start Early and Plan Ahead

Conferences can have a lot of moving parts! The best conference organizers start early to avoid leaving anything to chance. 

Draft a Conference Agenda

While you may not know exactly where to place each session in the agenda, drafting a basic outline offers a foundation that helps make it easier to expand on as more details become available. Conference agendas can begin with an outline that includes segments of time for check-in/registration, plenary or keynote addresses, and breakout sessions. You may also want to consider penciling in coffee breaks, lunches, or special hours for attendees to visit an exhibitor hall and network.

Create a Detailed Timeline

With your agenda in place, you’ll want to create a detailed timeline that outlines all the tasks that need to be completed, including deadlines for registration, speaker selection, and marketing. You may need to coordinate with audio/visual teams, conference sponsors, exhibitors, volunteers and other vendors to coordinate tasks. A detailed timeline and task list will help you stay on track and ensure that everything is done on time. 

Make it Easy on Presenters

Conference presenters are often busy and you may be working with their administrative staff to get all the required materials necessary for their presentations. Make it easy on them by providing clear instructions and a deadline to submit their presentation details. Consider using an electronic form to collect all presentation details and any necessary disclosure forms to avoid confusion or extended correspondence that might delay progress.

💡 Use CE-Go’s Call for Presentations feature to easily collect presentation details and assign them to your event.

Market your conference

Marketing your conference is essential to attract attendees and create buzz around your event. Use social media, email marketing, and other marketing channels to promote your conference and create excitement. You can also offer early bird discounts and other incentives to encourage people to register early.

Communication is key - Making sure attendees know what to expect and how to participate in your conference is essential to a great conference experience. Attendees should receive confirmation and pre-event reminder emails with important details, such as relevant continuing education information, parking instructions, and provided services or meals. 

💡Use CE-Go’s Email Sequences feature to automate attendee email communications. 

Use an Event Management Platform

An event management platform is a software solution that helps event organizers manage all aspects of an event from planning and organization to execution and follow-up. It provides a centralized platform for managing and automating many of the tasks and processes involved in event planning, including registration, ticketing, scheduling, communication, and analytics.

💡If your event has special requirements such as managing continuing education approvals and CE credits for attendees, you’ll want to make sure that the platform is equipped to handle those requirements. CE-Go is specifically designed to handle CE requirements like evaluation and certificate distribution, attendance tracking and more! 

An event management platform can streamline the conference planning process and help conference organizers create a more engaging and productive experience for attendees. By automating many of the tasks involved in event planning, organizers can focus on creating a memorable event that achieves their objectives.

Elevate your next event

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