Organizing a conference is like writing a “business plan”. This means: determining objectives, analyzing targets, exploring the means and tools to achieve them, dealing with evolution and changes along the way, while staying the course. Through a careful study of your needs and thanks to their experience, We offer you a global organization to bring you the results you are aiming for.
The complete organization of a congress, a conference, or a convention, requires the perfect combination of a certain number of trades and specialized and very different skills such as print and web publishing, communication, management of calls for papers, management of the scientific secretariat, management of registrations, management of plenary rooms, sub-committees and workshops including technical services (audiovisual, simultaneous translation, video projection, etc.) management of oral presentations and posters, management of abstracts (proceedings) as well as many varied technical skills, without forgetting, of course, the financial and accounting management of the whole. The specialized teams of all stages of the creation, modeling, and technical organization of a trade show. They are therefore your partner in carrying out all or part of your project with you. We are providing a great service for a scientificonline conference with a fast and simple registration process.
The organization and development of an exhibition require special means and technical skills so that its influence and its contribution to the financing of the project are a real added value to your congress. Their experience in this area allows them to optimize the organization from the definition of commercial objectives to the logistical and technical realization and the reception of exhibitors. The team members are present throughout the duration of the event and ensure general coordination on-site.
When it comes to organizing a conference, what is clear right away is that this is a very complex project. The conference is a very heterogeneous category of events and the types that make it up vary from scientific conferences, business conferences to conferences devoted to comics and games. But despite this, the main elements to organize are the same. Here we give you a step-by-step guide to make the process easier, so you don’t miss any detail.
How to organize a conference?
Define the theme
All elements of the organizational process (venue, duration, program, and speaker) will depend on the theme of the conference. If it is a scientific conference, the theme will be centered on a specific research topic and current events in the field. If it is a business conference, the theme will be related to certain aspects of the industry and trends in its development. A fan conference will focus on a certain type of media (comics, anime, video games).
Contact details: where and when
After defining the theme, the next step is to set the date and choose a location. First, start planning the conference at least a year in advance. Then: scientific and business conferences take place more often on weekdays because for guests and speakers alike, the conference can be considered as “work”. And in this case, you should also be careful not to plan it during the summer season. On the other hand, fan conferences can be seen as fun. This is why, in this case, it is necessary to include the weekend in the program. If it is a long-lasting event that also includes mid-week days, it is best to organize it in the summer, so that guests can organize a full vacation around the conference. For example,
In terms of location, a convention center is the most obvious option. But even a large hotel, if it has adequate space would be a great solution. For a scientific congress, the university is a winning choice. When looking for a conference venue, you should not only make sure that it offers enough space but also whether it is easily accessible by public transport and what accommodation options are nearby. Visit at least three places before making a decision.
Organize a convention, the last step: during and after the event
If all of the steps listed above have been done carefully, the convention should go smoothly, but that doesn’t mean your assignment is complete. Prior to the start of any day of the event, verify the operation of all audio/video equipment and the quantities ordered for catering.
Pay special attention to guest check-in as the goal will be to minimize queues. One more thing: make sure you have enough staff at the entrance and at various points in the venue to be able to accommodate latecomers and in case of emergency.