As your organization is getting ready to plan a conference, it’s common to wonder about the steps involved and what you need to consider to ensure it’s successful.
In our latest guide, we dive into the typical conference planning process, helpful tips and conference planning checklist for success, and how some of the 25 best event management software tools for 2025 can help.
What Are the First Steps To Plan Your Event?
Some of the key steps you’ll want to take as you’re planning your conference are:
1. Defining Your Audience and Objectives
It’s important to consider your target audience and what your goals are for the event. Often, looking at who your organization serves, what their current needs are, and how the conference will align with your organization’s mission are all important elements to think about here.
For example, a medical academic conference may find that many of its members want to know more about implementing automation into healthcare practices. Then, you could center your conference program around automation-focused topics, reach out to potential keynote speakers who have expertise, and brainstorm activities that will be useful.
Make sure anything you plan aligns with your organization’s objectives. In the example of the medical association, the goal might be to increase member engagement or the perceived value of membership with your association by providing a useful and relevant conference experience.
2. Securing Organizational Buy-in and Forming a Planning Team
Next, it’s important to have your organization’s staff and leaders buy into the idea. It often helps to present relevant information, such as responses to a survey where members shared what they’re most interested in learning and how your team projects the conference will increase engagement or perceived value of memberships.
Then, once everyone’s on board, you can form a planning team and coordinate responsibilities that everyone will handle. It’s essential to involve experienced event planners and assign roles early to ensure the conference runs smoothly.
3. Budgeting and Resource Allocation
How much do you have available to spend on the conference? You’ll want to consider expenses for the activities you’re planning, potential conference venue costs, material costs, etc. Then, compare the expenses with the revenue your organization could gain from the event.
Be sure to create a realistic event budget that accounts for unexpected costs while allowing flexibility in case plans shift.
It’s important to work toward balance here, offering a great experience for attendees while avoiding overspending or using too many resources in one place.
4. Choosing a Format: In-Person, Virtual, or Hybrid
How will your audience prefer to attend, and how does the type of event impact the activities you’re planning?
Associations or nonprofits with strong local audiences may do great with in-person events. However, organizations with members in several locations or who have busy schedules may want to consider virtual or hybrid options to extend the event’s impact and offer different attendance options. Venue sourcing is an important part of this decision, especially if you’re looking to create a flexible event space that supports your program.
5. Setting the Date and Identifying Key Themes or Tracks
Once you have your idea and goals in place, it’s time to set conference dates and finalize key themes or tracks you want your event to take. This step is all about considering your event’s theme and goals during this step. For example, a medical conference on implementing automation in healthcare may take a future-focused theme that encourages innovation.
How Do You Create a Successful Convention Planning Timeline?
Once you have your overall plan in place, you’ll want to create a timeline for your conference or convention with all the details you want to take leading up to the event date. Some tips for a successful timeline include:
- Set key milestones for tasks you’ll handle before the event, during the event, and after the event so you have a well-rounded overview of what event success looks like at each stage.
- Map out deadlines for important elements involved in your event. For example, setting deadlines for when you need speaker confirmations, when you’ll launch registration forms, and when to start distributing event marketing materials.
- Set dates when you’ll review important key performance indicators throughout the process. For instance, how many attendees have registered or how many sponsors you’ve secured. That way, you know if you need to make adjustments to ensure you reach your event goals.
- Use technology to assign tasks, send notifications, and set clear deadlines. An event website or management system, such as our Eventscribe software at Cadmium, can help with each stage of conference management and keep you on track every step of the way.
What Is Included in an Effective Meeting and Training Event Checklist?
Some essential things that should be included in your training and meeting event checklist are:
- Sending invites to association or nonprofit members
- Posting on social media or sending email notifications about your upcoming event
- Venue selection and setup
- Reaching out to potential speakers and confirming speaker commitments
- Reaching out to potential sponsors or exhibitors and securing commitments
- Setting up an event mobile app and website
- Launching registration forms
- Reviewing speaker and presentation content
- Testing AV systems and other technology before the event
- Reviewing resource distribution plans
- Setting up attendee engagement strategies
- Creating backup plans in case anything doesn’t go as planned
How Long Does It Take To Plan a Conference?
The amount of time it’ll take to plan and prepare for your conference will depend on the size and scope of your event. Smaller seminars or meetings may take 3-6 months to plan, while larger conferences or conventions could require a year or more of preparation beforehand.
For example, when thinking about how to organize an international conference with many attendees, you’d likely need extra time to plan for all the people, logistics, and tasks involved.
Mapping out your goals, event ideas, activities, checklists, and timeline will help you determine how long it’ll take to successfully plan your conference. When in doubt, it’s a good idea to give your team a little extra time to plan to avoid stressing over tight deadlines.
Using technology, such as an event management system, can also help you operate efficiently as you work on planning and executing key tasks to make everything achievable within your ideal timeline.
How Eventscribe From Cadmium Can Help
Cadmium’s all-in-one event management system Eventscribe is built to help associations and nonprofits at each stage of event planning. It works for any size and type of event (in-person, virtual, and hybrid) and offers a centralized, task-based system that can help you manage timelines and objectives each step of the way.
Key tasks Eventscribe helps with include:
- Creating a smooth registration system
- Setting up an event mobile app and website
- Engaging attendees before, during, and after the event
- Managing speakers and presentations
- Reviewing and organizing abstract submissions
- Tracking important data and analytics
- Planning logistics
- Managing sponsors and exhibitors
- And more
Learn more about Eventscribe and start transforming your events now!
