Essentials for any Business Conference

Business conferences are conducted on varying scales, from international meetings to internal discussions amongst colleagues. No matter how large or small your next conference may be, there are a number of factors that will greatly contribute to its success. When planning a business conference you should first determine the need or desired outcomes from the event. Once you have determined the reason for your conference, you will be able to more easily manage the following essentials for making your conference one to remember.


A budget is an essential planning tool for any major event, whether you’re planning a conference, a party or a product launch. If you’re organising your conference on behalf of your company, be sure to approach your management team about a budget early on in the planning stage. Being aware of your budget will enable you to plan accordingly, sourcing suppliers and vendors that are within your spending means. Acquiring your budget will also help you in deciding upon necessities and wants for your conference, eliminating any unnecessary purchases that exceed your budget limitations.

Timelines & Schedules

Creating timelines and schedules for the day is almost equally as important as devising your budget. A timeline that outlines the occurrences in the coming weeks before your event is ideal for keeping track of progress. Particularly with business conferences, timelines provide a great source of information for when guest speakers need to be contacted and when RSVPs should be submitted. A schedule for the day it also vitally important, allowing you to ensure that your conference is running on time, without any unnecessary delays.

Promotional Materials

For any business event, you should always consider the use of promotional materials. Business conferences often provide the ideal environment for introducing a new product or service, along with better informing employees about upcoming promotions or new merchandise.

Event Management

Employing the services of a reputable event planning company can be the difference between a successful business conference and an irreparable disaster. Event management companies provide a number of unbeatable services, including the organisation of venue hire and catering, along with recommendations for the placement of services or promotional presentations. While you may outlay an initial cost when employing an event planner, you can ultimately save hundreds of dollars, as reputable event management companies often have deals with industry vendors.

Conference Planning

Conference Planning (Photo by ilyinov)

Confirmation of Guest Speakers

The final step of your essential planning list for any business conference is to reconfirm the attendance of your guest speaker. Where business events are concerned, the keynote speaker is often the reason why many guests are attending, making it imperative that you confirm their presence on the day.

Organising a business conference, either internally or externally, can be a great skill to hold, providing invaluable work experience for many employees. If you’re in need of professional assistance for your next business conference, consider employing the services of a reputable event management company, helping to eliminate the stress of unforeseen circumstances on the day.

5 Tips for Planning a Successful Conference

Planning a business conference can often be very time consuming and incredibly stressful. Planning any event can be difficult, but conferences involve high levels of attention to detail, along with pleasing many members of company management, often with differing opinions. If you have been stuck with planning your company’s next conference, be sure to follow these steps for a memorable and stress-free experience.

Create a Timeline

Creating a timeline is the first step in ensuring that your conference runs smoothly. To get the most out of your planning you should always create two timelines; the first should list everything that needs to be completed before your conference, including any deadlines, whilst the other should be a detailed timeline of the day, including arrival of guest speakers and catering deliveries. Having a working timeline will enable you to ensure that everything is happening as scheduled and that nothing is running behind time, giving you more control over the event.

Stick to your Budget

Before you begin any planning, you should always create a budget – this goes for any event that you may be organising. If you’re arranging a conference for your company, be sure to check with management about your budget and what needs to be included. Knowing how much money you have to work with, can enable you to shop around and get the best deals possible. Going over your budget can also prove to be disastrous, so always keep a detailed account of your spending.

Hire Reputable Suppliers

When organising a conference, there may be a number of suppliers that you will need to organise. Caterers, transport companies, hotels and equipment hire businesses are all suppliers that you may need to hire. When organising your suppliers always choose reputable companies, either that you have previously used or that have a reputation for being reliable and dependable. The last thing you need is no-show caterers or transport companies on the day.

Confirm & Re-Confirm Guest Speakers

While unreliable caterers can spoil your event, there is nothing worse than absent guest speakers; particularly when you have them scheduled as part of your daily timetable. To avoid disappointment, always check and double-check attendance of your guest speakers, well before the day. If your chosen speakers are unable to attend, at least you will have ample time to arrange another guest.

Business Conference

Business Conference (Photo by MDGovpics)

Employee an Event Management Company

While you may think that you can organise everything in house, it is often a smart idea to employee a professional event management company, when embarking upon conference planning. With various management team members to please and time consuming tasks such as organising caterers, it is commonly easier to employee the help of the professionals. Take the stress out of planning your next conference and enjoy the experience instead!