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How to Organize a Conference for Start-Ups


How to Organize a Conference for Start-Ups

There are many benefits to attending a conference if you have a start-up business. But if you’re planning to host one yourself, how do you ensure its success? In this article, we’ll talk about how industry events benefit start-up. You’ll also learn a few tricks on how to successfully organize a conference, from selecting a theme to looking for the perfect party houses and conference venues in the UK.

Benefits of Conferences to Start-Ups

 Industry events, especially one that you organized yourself, can help your business grow. How exactly do they benefit your start-up? Here are three ways in which conferences help boost your growth:

  1. Conferences help build your network.

As a start-up, a conference will help get your name out there. You can inform your guests about who you are, what you do, and what you offer to the industry as a business. If the event is successful, guests may even market your business for free through word of mouth or social media. This is why you need to make sure that you have planned a successful conference, so that attendees are encouraged to tell their networks about your business in a positive light.

  1. Conferences help you reach a specific niche.

When you organize a conference, you select a theme for the event, choose keynote speakers, and invite guests, which allow you to reach a specific niche. For instance, if your start-up is a makeup line, you can organize a conference where you invite celebrity makeup artists who can share their expertise and demonstrate your new products to your guests. Aside from gathering a specific niche in your event, you also accomplish two things: 1) You’re able to establish a partnership with experts in the industry; and 2) you’re able to introduce your products to potential customers, both of which help you further build your network.

  1. Conferences support your ecosystem.

Beyond personal gain, conferences support your ecosystem. Different players in the industry are able to gather and interact with each other through your event. This, of course, makes you look good in the eyes of your guests. As the business who hosted the event and brought all of these people together, you create a positive impression that will stick to the minds of these different industry personalities. This is why you have to invite notable guests who can entice others in the industry to attend, as well as to organize an event that is worthy of their presence.

How to organize a successful conference

We’ve established that an industry event can benefit your start-up business if you successfully organize it. However, a failed conference can really hurt your business, especially when you’re just beginning to build it and make it grow. To avoid the latter scenario, here are seven actionable steps to organize a successful conference:

  1. Decide on a theme.

 The first thing you need to do is to choose a theme for your conference. This will serve as the unifying message that you and the keynote speakers deliver and that the guests will take away from the event. As a rule of thumb, you need to choose a theme that is relatable among attendees but is still catchy and stimulating.

  1. Assemble teams.

You can’t organize an event all by yourself, so you need to select employees and assemble teams that will manage different aspects of the event. Every successful event needs a planning committee, an administration committee, a marketing team, a sponsorships team, and a volunteer group who will assist and perform tasks on the day of the event.

  1. Create a budget plan.

You need to organize your finances and set a budget for the event. Some of the most common expenses when organizing an event include the venue, accommodations for your keynote speakers and team members, transportation for attendees, catering services, audio-visual equipment rentals, marketing materials, activity materials, and labour costs. Make sure that you also set a little extra funding for unforeseen costs so that you can be prepared no matter what happens.

  1. Set a date.

The next step is to pick a date for your conference. A good rule of thumb is to allot six months to a year of planning for medium to big conferences. When choosing a date, make sure that there are no conflicts with other major events or holidays that can prevent guests from showing up. As much as possible, set the date during the weekend so that guests don’t have to miss work to attend your conference.

  1. Book the venue.

There are a lot of great conference venues in the UK, so how do you choose the right one for the event? Do you book an event hall in a hotel or do you find an independent venue? There are five things you need to consider before you choose a venue:

  • Size: How many people do you plan to invite? What activities do you have in mind? If you’re planning to serve food, do you need space for a buffet? These are just some size considerations that you need to think about.
  • Location and Transportation: Choose a location that’s convenient for your guests. Is it close to the airport? Is it accessible via different transportation channels? Is it centrally located?
  • Accommodation: If your conference will last for more than a day, your guests might need accommodation options during your dates.
  • Layout and Facilities: Does the venue have the right layout and atmosphere? Does it have the right facilities for the type of event you’re planning? Does it come with the technology and equipment you need during the event?
  1. Invite speakers.

How do you choose speakers for your event? Well, you need to consider their expertise, availability, and whether or not they require compensation for speaking engagements. Of course, it wouldn’t hurt to invite someone who is well-known and respected in your industry.

  1. Promote your event.

As the date draws near, make sure you have a marketing plan to promote your event. There are many ways to promote your event nowadays. You can go traditional via television, radio, and print ads, or you can utilize the internet and social media to your advantage.

After smoothing out these seven steps, the next thing you need to do is to host the actual event to the best of your abilities. However, if you properly plan ahead, your conference will surely be a success.

I am the founder of Startup Today. I am the main writer and have put in many hours of work into creating this blog. If you want to find out more about me then lets get in contact.

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