How to organize a conference: An introductory checklist for a successful event 

We know the value of gathering. When people are together in the same physical space, magic can happen. Ideas are exchanged. Relationships are created and strengthened. We get sparked. We laugh. We feel alive. 

Whether you are planning a business conference, academic symposium, or a niche industry gathering, a well-organized conference can serve a variety of purposes: networking, knowledge sharing, learning, and even entertainment. Good conferences don’t happen by luck; they achieve their goals because of structured approaches. 

Where to begin? Here are five main steps—a checklist of sorts—to help you organize an incredible event. 

Define your objectives

As visionary thinker Simon Sinek says: you have to know your “why.” Before you dive into the logistics of organizing a conference, it’s crucial to clearly define your intentions. To help you understand your intentions and objectives, consider some of the following questions: 

• What is the purpose of the conference? 

• Who is your target audience and what are their expectations? 

• What key messages or themes do you want to convey? 

• What outcomes do you hope to achieve? 

• Why are you doing this? 

Having a clear understanding of your conference’s “why” will guide your decision-making throughout the planning process. Once established, it will help you select appropriate speakers, design relevant sessions, and choose suitable spaces for gathering.

Budget Planning and Financial Management

Most event professionals are faced with limited financial resources. Establishing a comprehensive budget will ensure finances are allocated to cover all expected expenses and while also keeping some funds for event hiccups. Here are a few things to keep in mind when budget planning and managing finances. 

Create a detailed budget. List all potential expenses, including venue rental, catering, marketing, speaker fees, audiovisual equipment, hotel costs, and staff salaries. Also factor in those a forementioned unexpected costs and what you can set aside for contingencies. 

Estimate revenue sources. Identify how you will generate revenue to cover expenses. Common sources include registration fees, exhibitor fees, government grants, and sponsorships. 

Establish registration fees. Determine the appropriate fee structure for attendees based on your budget, target audience, and conference objectives. Many events offer early bird discounts to incentivize early registration. Will you give other discounts? Will you offer complimentary access to certain populations? 

Seek sponsorships and partnerships. Contact potential sponsors and partners to secure financial support or in-kind contributions (such as airline tickets or attendee gifts). Incentivise sponsorship by offering packages that align with the sponsor’s marketing goals. The Palais des congrès de Montréal has a wide range of digital signage and display equipment that can be strategically placed to showcase your event and generate significant visibility and results. 

Establish a dedicated bank account. Keep conference finances separate from personal or organizational accounts. This might seem obvious to seasoned professionals. But for first-time event planners, it’s an important step for maintaining transparency and streamlining financial tracking. 

Monitor expenses and revenue. Regularly update your budget as expenses and revenue fluctuate. Many event professionals use financial management software to track income and expenditures.

Destination and venue selection

Choosing the right location is a critical component. (Have you considered Montréal?) The destination should be enticing for attendees and the venue should comfortably accommodate your guests while providing the necessary facilities and technical equipment—while also offering sustainability policies. Here’s how to approach venue selection and logistics. 

Define space requirements. Determine the size and layout of the venue needed for your conference, considering factors like seating arrangements, exhibition spaces, and breakout rooms.

Conduct a site visit. Visit potential venues to assess their suitability, accessibility, and amenities. Ensure that the venue aligns with your conference’s image and objectives. In the interest of accessibility for event organizers, the Palais des congrès de Montréal has developed a virtual tour of its facilities, available on its website. 

Negotiate contracts. Once you’ve selected a venue, review contracts that outline terms, costs, and any additional services required, such as catering and audiovisual equipment. Ask for what you need. To avoid misunderstandings, make details—even the minor ones—explicit. 

Plan logistics. Develop a comprehensive logistical plan covering transportation, accommodations, security, and registration procedures. Learn about requirements to cross borders (for both attendees and exhibitors). Develop a customer service strategy for attendees during the event and a method to assess attendee satisfaction after the event. Consider accessibility plans for attendees with disabilities.  

Arrange technical support. Ensure you have the necessary audiovisual equipment, internet connectivity, and technical support to run presentations and workshops smoothly. The Palais des congrès offers a full range of audiovisual and technical services.

Communications and Marketing 

Effective marketing and promotion are essential for attracting attendees, educating your community, and creating buzz around your big event. Consider the following strategies. 

Create a marketing plan. Develop a comprehensive marketing strategy that includes a timeline, target audience analysis, and promotional channels such as social media, email marketing, and traditional advertising. 

Design a conference website. Create a user-friendly conference website with detailed information about the event, the destination, the venue, registration instructions, and a schedule of activities. 

Utilize social media and chat apps. Leverage social media platforms before, during, and after the event to engage with potential attendees, share updates, and create excitement. Use event-specific hashtags to encourage discussion. Understand the digital spaces where your community gathers—and go there.  

Email campaigns. Send personalized email invitations and updates to your mailing list. Consider offering special promotions or discounts to early registrants. 

Collaborate with community leaders. Partner with relevant organizations or influencers to expand your reach and credibility. They can help promote your conference to their networks.

On-site Execution and Attendee Experience

The success of your conference hinges on a meaningful on-site experience for attendees. Here are key considerations. 

Registration and check-in. Implement a streamlined registration process to minimize wait times. Provide attendees with name badges, programs, and any necessary materials. Make people feel welcomed. 

Engaging sessions. Ensure that speakers are well-prepared and deliver engaging presentations. Schedule breaks and networking sessions to encourage networking and casual discussions among attendees. 

Technical support. Have a dedicated technical team on hand to address any audiovisual or IT issues that may arise during presentations or workshops. (Partnering with the Palais des congrès can ensure the support you need!) 

Social opportunities. Facilitate networking by organizing social events, roundtable discussions, or themed meetups. Encourage attendees to connect and exchange ideas. 

Feedback mechanisms. Collect feedback from attendees through surveys or mobile apps. Use this information to gauge the success of your current event and to improve future conferences.

Successful conferences

Organizing a conference is a multifaceted task that demands careful planning and execution. Modern event professionals are keeping innovation and sustainability at the core of their planning strategies. Furthermore, by defining objectives, managing finances effectively, selecting the right venue, implementing a robust marketing strategy, and prioritizing the attendee experience, you can maximize the impact of your conference and achieve your goals. 

Remember that successful conferences not only provide valuable knowledge exchange but also foster and inspire meaningful connections within your community. 

Ready to start planning? The Palais des congrès de Montréal team is there to support you at all stages of organizing an event.

Contact us!  

By email at [email protected] 

By phone at 514 871-8122 or 1 800 268-8122 (toll-free in Canada)