A Step-By-Step Guide To Planning Your Next Conference!

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With the year coming to an end, attention now turns to planning for next years events. Planning for next year now is a smart and proactive approach and here’s a step-by-step guide to get you started!

Establish Your Goals and Objectives:

Begin by defining the purpose and goals of your conference or event. What do you want to achieve? This could be anything from networking and education to fundraising or product launches.


Determine your budget. How much can you allocate to this event? Consider all costs, including venue, catering, marketing, and speakers.

Create a Planning Committee:

Assemble a team to help with the planning process. Identify key roles and responsibilities, such as event coordinator, marketing lead, and finance manager.

Select a Date and Venue:

Choose a date that doesn’t conflict with major holidays or other industry events. Secure a suitable venue that aligns with your budget and event size.

Speakers and Content:

Start scouting and securing speakers or presenters. Develop the content and agenda for the event. Consider the topics and sessions that will resonate with your target audience.

Marketing and Promotion:

Create a marketing plan that includes social media, email marketing, and other promotional strategies. Begin promoting the event well in advance to build anticipation.

Registration and Ticketing:

Set up an online registration system or ticketing platform for attendees. Make the process as smooth and user-friendly as possible.

Sponsorships and Partnerships:

Seek out potential sponsors and partners who can help cover costs or contribute to the event’s success.

Logistics and Operations:

Plan for logistics such as transportation, accommodations, and on-site operations. Ensure there are contingency plans for unforeseen issues.

Food and Catering:

Arrange for catering services if needed. Consider dietary restrictions and preferences of your attendees.

Technology and Equipment:

Ensure you have the necessary audio-visual equipment and technology for presentations and live-streaming if applicable.

Registration Materials and Swag:

Design and order any necessary event materials, badges, and promotional items.

Networking Opportunities:

Plan networking sessions, receptions, or activities to facilitate interactions among attendees.

Security and Safety:

Address security concerns and implement safety measures, especially if the event is large or high-profile.

Feedback and Evaluation:

Develop a plan for collecting feedback during and after the event to assess its success and make improvements for future events.

Rehearsals and Run-Throughs:

Conduct rehearsals with your team and presenters to ensure everything runs smoothly.

On-Site Team and Volunteers:

Recruit and train a team of on-site staff and volunteers to assist with registration, directions, and other event-related tasks.

Follow-Up and Post-Event Activities:

After the event, follow up with attendees, sponsors, and speakers. Share highlights, presentations, and photos on social media and through email.

Financial Reporting:

Prepare financial reports and evaluate how well you adhered to your budget.

Post-Event Analysis:

Conduct a comprehensive post-event analysis to identify areas for improvement and gather insights for future conferences or events.

Remember to stay organised and flexible throughout the planning process. Regularly communicate with your planning committee, and be ready to adapt to changes and challenges as they arise. By starting early and following these steps, you’ll be well-prepared for a successful conference or event next year.

Need help with your next conference or event? EPM are literally a one-stop-shop and can help with everything from business cards, sales folders, pens, notebooks and coffee mugs to pull up banners,  brochures and flyers!

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