Planning a successful conference requires careful consideration and organisation. Whether you're a first-time planner or looking to refine your skills, this guide will walk you through the essential steps to create an engaging and memorable experience for your attendees. 

Here’s how to get started:

Step 1: Define Your Objectives

Before diving into logistics, take a moment to clarify the goals of your conference. Are you looking to educate, network, or inspire? Establishing clear objectives will guide every decision you make, from the venue to the agenda.

Step 2: Set a Budget

Creating a budget is crucial to prevent overspending. Consider all potential expenses, including venue hire, catering, marketing, speaker fees, and materials. Be realistic about your resources and explore potential sponsorships or partnerships to ease financial pressures.

Step 3: Choose the Right Venue

Selecting a conference space that aligns with your conference theme and accommodates your expected number of attendees is vital. Look for locations with adequate facilities, accessibility, and technological support. Consider spaces that reflect the community's character to enhance the experience for your attendees.

Check out Sharesy for their amazing community venues for hire.

Step 4: Develop the Agenda

Crafting a clear agenda is key to keeping participants engaged. Include a mix of keynote speakers, breakout sessions, and networking opportunities. Be sure to consider the pacing of the day, interactive elements, allowing for breaks and time to reflect on the information presented.

Step 5: Secure Speakers and Facilitators

Identify and invite speakers who align with your conference goals. Look for industry experts, thought leaders, and engaging presenters. Communicate clearly about their roles and expectations, and provide them with information about the audience and the event format.

Step 6: Promote Your Conference

Effective marketing is essential to attract attendees. Utilise social media, email newsletters, and community boards to spread the word. Create engaging content that highlights the value of attending and consider early bird registration discounts to encourage sign-ups.

Step 7: Manage Logistics

As the conference date approaches, ensure that all logistical details are finalised. Confirm catering orders, AV equipment, seating arrangements, and registration processes. Create a checklist to ensure nothing is overlooked.

Step 8: Engage Attendees During the Event

On the day of the conference, make attendee engagement a priority. Consider using interactive elements such as live polls, Q&A sessions, and networking breaks to foster connection. Ensure that your team is available to address any issues that arise.

Step 9: Gather Feedback

After the conference, seek feedback from attendees, speakers, and vendors. This information is invaluable for understanding what worked well and what could be improved for future events. Use surveys or informal discussions to gather insights.

Step 10: Reflect and Plan Ahead

Take time to reflect on the overall success of the conference. Analyse the feedback and discuss it with your team. Use this information to start planning your next event, and don’t hesitate to celebrate your achievements along the way!

Planning a conference in community spaces can be a rewarding experience when approached with care and creativity. By following these steps, you can create an event that not only meets your objectives but also leaves a lasting impact on your attendees.

Check out these fantastic Sharesy conferences venues for hire listed in our blog post here.