Difference between revisions of "Organize a Conference"
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== Steps == | == Steps == | ||
===Planning the Conference: Early Stages=== | ===Planning the Conference: Early Stages=== | ||
| − | #Start early. You should begin early stages of planning the conference at least eight months in advance, even longer if the conference will have many participants or is large in scope.<ref>http://www.quirksmode.org/coh/</ref> | + | #Start early. You should begin early stages of planning the conference at least eight months in advance, even longer if the conference will have many participants or is large in scope.<ref name="rf1">http://www.quirksmode.org/coh/</ref> |
#*Remember, many venues and catering services must be reserved months in advance, and many participants will have to travel and make scheduling arrangements to be present. | #*Remember, many venues and catering services must be reserved months in advance, and many participants will have to travel and make scheduling arrangements to be present. | ||
#Form a committee. A conference committee makes all the decisions for the conference, and having more than one person ensures that you have enough perspectives to make decisions on important issues and that you have enough people to actually pull off the details. | #Form a committee. A conference committee makes all the decisions for the conference, and having more than one person ensures that you have enough perspectives to make decisions on important issues and that you have enough people to actually pull off the details. | ||
| − | #*You will need a conference coordinator, who is the point person for all the major decisions and who will end up giving the most time to pulling everything together.<ref>http://ctb.ku.edu/en/table-of-contents/structure/training-and-technical-assistance/conferences/main</ref> You can also hire an event planner if you have a big enough budget, and spare yourself the headache. | + | #*You will need a conference coordinator, who is the point person for all the major decisions and who will end up giving the most time to pulling everything together.<ref name="rf2">http://ctb.ku.edu/en/table-of-contents/structure/training-and-technical-assistance/conferences/main</ref> You can also hire an event planner if you have a big enough budget, and spare yourself the headache. |
#*If this conference is repeat of one that has been held before, try to get the previous year's coordinator on the committee. If he or she cannot participate, at least ask for any materials from the previous year to help streamline planning. | #*If this conference is repeat of one that has been held before, try to get the previous year's coordinator on the committee. If he or she cannot participate, at least ask for any materials from the previous year to help streamline planning. | ||
#Write down your goals and agenda. You will need to clearly define what you hope to accomplish with this conference because this will shape the rest of your decisions. Knowing what you want to convey and to who before you begin any other conference organizing eases the stress of moving forward. | #Write down your goals and agenda. You will need to clearly define what you hope to accomplish with this conference because this will shape the rest of your decisions. Knowing what you want to convey and to who before you begin any other conference organizing eases the stress of moving forward. | ||
| − | #*If you have never planned a conference, it is wise to stick to a small and relatively straightforward plan the first time you attempt it. Practically speaking, that means a conference of one or two days at the most, with no more than 250 to 300 people.<ref | + | #*If you have never planned a conference, it is wise to stick to a small and relatively straightforward plan the first time you attempt it. Practically speaking, that means a conference of one or two days at the most, with no more than 250 to 300 people.<ref name="rf1" /> |
#Choose the city and the dates. Although you may not be able to choose the specific date and location without more planning, it's important that you have a good idea of how much time you have to plan. | #Choose the city and the dates. Although you may not be able to choose the specific date and location without more planning, it's important that you have a good idea of how much time you have to plan. | ||
| − | #*There are likely a lot of constraints on the date that you choose owing to your particular situation, but in general, conferences are usually held during particular times of the year and particular days of the week. In Europe, for example, conferences are usually held between March and June or between September and November; any other time and people are less likely to show up. Similarly, conferences tend to be held from Thursday to Friday or Monday to Tuesday.<ref>http://www.quirksmode.org/coh/concept.html</ref> Find out what the industry norms are in your area before choosing the month and days. | + | #*There are likely a lot of constraints on the date that you choose owing to your particular situation, but in general, conferences are usually held during particular times of the year and particular days of the week. In Europe, for example, conferences are usually held between March and June or between September and November; any other time and people are less likely to show up. Similarly, conferences tend to be held from Thursday to Friday or Monday to Tuesday.<ref name="rf3">http://www.quirksmode.org/coh/concept.html</ref> Find out what the industry norms are in your area before choosing the month and days. |
| − | #*The length of a conference depends on how many people you think will be participating, and what all needs to be accomplished at a conference. For a conference of 250-300 people, plan for about two full days.<ref | + | #*The length of a conference depends on how many people you think will be participating, and what all needs to be accomplished at a conference. For a conference of 250-300 people, plan for about two full days.<ref name="rf2" /> |
| − | #*In general, you should only attempt to organize a conference in your own city, and the city needs to have access to a nearby airport, hotels, and an acceptable choice of venues. It's best, too, if the city is a large metropolitan area that people would want to visit anyhow; people on the fence about attending a conference are more likely to go if it is in a tourist destination.<ref | + | #*In general, you should only attempt to organize a conference in your own city, and the city needs to have access to a nearby airport, hotels, and an acceptable choice of venues. It's best, too, if the city is a large metropolitan area that people would want to visit anyhow; people on the fence about attending a conference are more likely to go if it is in a tourist destination.<ref name="rf3" /> |
#Name the conference. This will help when you begin publicizing, but also helps in planning since you can keep your materials consistent and start building a social media presence for the conference. | #Name the conference. This will help when you begin publicizing, but also helps in planning since you can keep your materials consistent and start building a social media presence for the conference. | ||
| − | #*Choose a name that hints at the goal and/or audience of the conference itself. Look up names of similar conferences to get ideas, but be sure yours is original.<ref | + | #*Choose a name that hints at the goal and/or audience of the conference itself. Look up names of similar conferences to get ideas, but be sure yours is original.<ref name="rf3" /> |
===Organizing the Conference=== | ===Organizing the Conference=== | ||
#Develop your budget. There is no way that you can do anything else without knowing how much money you have to spend overall, and then breaking that down into allocations such as conference venue, materials and speakers' fees. Stick to your budget, and if you delegate responsibilities, make sure your assistants are adhering to their monetary limits as well. | #Develop your budget. There is no way that you can do anything else without knowing how much money you have to spend overall, and then breaking that down into allocations such as conference venue, materials and speakers' fees. Stick to your budget, and if you delegate responsibilities, make sure your assistants are adhering to their monetary limits as well. | ||
| − | #*The budget might be influenced by whether or not you want to try to recruit sponsors for your event. Sponsors pay a fee to support the conference, but also get a say in the content of the conference itself, typically including hosting presentations or panels with their own speakers and branding conference materials with their logos. On the plus side, a sponsor pays you up front, which gives you more money to work with as you plan. Sponsors might include local industry leaders or philanthropists, depending on your topic.<ref | + | #*The budget might be influenced by whether or not you want to try to recruit sponsors for your event. Sponsors pay a fee to support the conference, but also get a say in the content of the conference itself, typically including hosting presentations or panels with their own speakers and branding conference materials with their logos. On the plus side, a sponsor pays you up front, which gives you more money to work with as you plan. Sponsors might include local industry leaders or philanthropists, depending on your topic.<ref name="rf3" /> |
#Establish ticket price and method of sales. Some conferences are free to participants, and others charge exorbitant fees. There are several factors to consider when setting the ticket price and determining how to begin selling tickets: | #Establish ticket price and method of sales. Some conferences are free to participants, and others charge exorbitant fees. There are several factors to consider when setting the ticket price and determining how to begin selling tickets: | ||
#*What are the fees associated with conference planning? If it is a small, local conference with little or no fees, it might make sense to not charge people for attending. Another option is to allow people who present to attend free, while others pay a small fee to cover conference costs. | #*What are the fees associated with conference planning? If it is a small, local conference with little or no fees, it might make sense to not charge people for attending. Another option is to allow people who present to attend free, while others pay a small fee to cover conference costs. | ||
| − | #*Multi-day conferences or those that serve meals typically charge registration fees, which can vary from $30 to several hundred in the United States.<ref | + | #*Multi-day conferences or those that serve meals typically charge registration fees, which can vary from $30 to several hundred in the United States.<ref name="rf3" /> |
#*Many conferences use a sliding pay scale for people in different stages of their careers. For example, academic conferences typically charge a lower fee for students than for faculty, and also charge a lower fee for members of the sponsoring association than for the general public. | #*Many conferences use a sliding pay scale for people in different stages of their careers. For example, academic conferences typically charge a lower fee for students than for faculty, and also charge a lower fee for members of the sponsoring association than for the general public. | ||
#Choose your conference venue. When scouting locations, keep in mind the number of participants, the convenience of the location, parking and proximity to public transportation, airports and hotels. Your goal in finding a place to hold the conference should be making it as easy as possible for participants to attend. | #Choose your conference venue. When scouting locations, keep in mind the number of participants, the convenience of the location, parking and proximity to public transportation, airports and hotels. Your goal in finding a place to hold the conference should be making it as easy as possible for participants to attend. | ||
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#Plan the schedule. You already know the title of the conference and have a general idea of the topics. But now you have to decide how it will actually play out. Conferences come in many types, and different industries take different approaches. If you are unsure how to proceed, consider going with a common conference format: | #Plan the schedule. You already know the title of the conference and have a general idea of the topics. But now you have to decide how it will actually play out. Conferences come in many types, and different industries take different approaches. If you are unsure how to proceed, consider going with a common conference format: | ||
#*Begin with a keynote or opening address. This is usually a speech or presentation given by a huge name in the industry or field -- whoever happens to be the most well-known speaker you can convince to come. The keynote can take place in the evening, and then end with a dinner, or it can take place first thing in the morning on the first day of the conference. | #*Begin with a keynote or opening address. This is usually a speech or presentation given by a huge name in the industry or field -- whoever happens to be the most well-known speaker you can convince to come. The keynote can take place in the evening, and then end with a dinner, or it can take place first thing in the morning on the first day of the conference. | ||
| − | #*The remaining day or days of the conference should be divided into shorter sessions. The actual content of sessions is usually determined by who is planning to attend (participants will submit proposals), but you can also plan for workshops, film screenings, or other formats that you know you want to include. Depending on how many people are attending, you can one session happening at one time (which is called "plenary") or you can have several sessions running concurrently (called "breakout groups") so that participants have a choice of what to attend.<ref | + | #*The remaining day or days of the conference should be divided into shorter sessions. The actual content of sessions is usually determined by who is planning to attend (participants will submit proposals), but you can also plan for workshops, film screenings, or other formats that you know you want to include. Depending on how many people are attending, you can one session happening at one time (which is called "plenary") or you can have several sessions running concurrently (called "breakout groups") so that participants have a choice of what to attend.<ref name="rf3" /> |
#*End the conference on a high note, with a motivational speaker or a challenge to the audience. | #*End the conference on a high note, with a motivational speaker or a challenge to the audience. | ||
#Decide what type of sessions to have. These will vary depending on industry standards, but you might consider lectures, works-in-progress presentations, workshops, policy updates or state-of-the-field addresses, interactive sessions, or open-floor poster presentations. | #Decide what type of sessions to have. These will vary depending on industry standards, but you might consider lectures, works-in-progress presentations, workshops, policy updates or state-of-the-field addresses, interactive sessions, or open-floor poster presentations. | ||
#*The type of sessions you expect to have will influence how you publicize the conference, so decide early what type of content will be most meaningful to your target audience. | #*The type of sessions you expect to have will influence how you publicize the conference, so decide early what type of content will be most meaningful to your target audience. | ||
| − | #*Sessions can range from 45 minutes to three hours each, depending on the number of presentations and the content.<ref | + | #*Sessions can range from 45 minutes to three hours each, depending on the number of presentations and the content.<ref name="rf3" /> |
#Plan if you need to include any other activities. Figuring out how to fit other important events into your conference schedule is vital for a successful event. | #Plan if you need to include any other activities. Figuring out how to fit other important events into your conference schedule is vital for a successful event. | ||
#*You can also schedule time for organizational business such as business meetings or awards. | #*You can also schedule time for organizational business such as business meetings or awards. | ||
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#*On the website, be sure to include the date, time, and address of the conference venue, and names of any prominent speakers. You can also include information about transportation, lodging, area attractions, and you can attach the conference schedule when it is available, if desired. | #*On the website, be sure to include the date, time, and address of the conference venue, and names of any prominent speakers. You can also include information about transportation, lodging, area attractions, and you can attach the conference schedule when it is available, if desired. | ||
#*You can also update the website with a link to register when you are ready to open up registration. | #*You can also update the website with a link to register when you are ready to open up registration. | ||
| − | #Advertise. Start early (up to a year in advance) so that presenters can begin submitting proposals for session ideas. Depending on the size of your conference and your target audience, your approach will differ. Keep in mind where members of your target audience get their information about this industry or group. These might include:<ref> http://ctb.ku.edu/en/table-of-contents/structure/training-and-technical-assistance/conferences/main</ref> | + | #Advertise. Start early (up to a year in advance) so that presenters can begin submitting proposals for session ideas. Depending on the size of your conference and your target audience, your approach will differ. Keep in mind where members of your target audience get their information about this industry or group. These might include:<ref name="rf4"> http://ctb.ku.edu/en/table-of-contents/structure/training-and-technical-assistance/conferences/main</ref> |
#*Social media, such as the sponsoring organization's Facebook page and Twitter feed | #*Social media, such as the sponsoring organization's Facebook page and Twitter feed | ||
#*Listservs and e-mail contact lists | #*Listservs and e-mail contact lists | ||
