Conference planning guide for 2023

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Posted on March 21, 2023

Planning a conference? It must be a challenging task, but with the right strategies, you can create an unforgettable event. The thrill of planning a conference – the excitement of bringing together like-minded individuals, the opportunity to share knowledge and ideas, and the chance to create an unforgettable experience. But let’s be real: the logistics of conference planning can be overwhelming. From booking the perfect venue to coordinating speakers and marketing the event, there’s a lot to keep track of. But fear not, fellow planner, because we’ve got you covered! In this comprehensive guide, we’ve compiled all the tips and tricks you need to plan a successful conference in 2023 – complete with a handy checklist for success. So grab your coffee, put on your thinking cap, and let’s dive into the world of conference planning together. Your attendees are counting on you!

Key Considerations for Conference Planning

Now you’re thinking about your coming conference, but before diving in, you need to plan. There are several key considerations that should be taken into account to ensure a successful event. Let’s discuss some important factors while planning a conference in 2023.

How to plan a conference? Purpose and Goals

Before starting to plan the conference, it’s essential to define the purpose and goals of the event. Whether it’s a corporate conference or networking event? What do you want to achieve with the conference? Is it going to be live or in-person? Who is your target audience? What topics do you want to cover? These questions will help you create a clear vision for the event and make sure that all aspects of the conference are aligned with your objectives.


Budgeting is one of the most crucial aspects of conference planning.You must have to determine the estimated total cost of the event and allocate funds accordingly. This includes expenses such as venue rental, catering, AV equipment, transportation, marketing, and staffing. Be sure to also consider potential revenue streams, such as ticket sales, sponsorships, and exhibitor fees. To plan it efficiently, you must need a free budgeting template

Location and Venue

The venue you choose can have a significant impact on the success of your conference. Consider factors such as location, accessibility, capacity, layout, and amenities. Ensure that the venue you choose is suitable for the size of your event, has the necessary technology and infrastructure, and is within your budget.

Speakers and Content

What’s a conference without engaging speakers and valuable content? To make your conference unforgettable, you’ll need to carefully select your speakers and create a schedule that’s both informative and engaging. Think outside the box and consider inviting thought leaders, influencers, or experts in your field to speak at your event. But don’t stop there – work with your speakers to craft talks that will inspire and educate your attendees. Consider incorporating interactive workshops, panel discussions, or Q&A sessions to add an extra level of engagement. And don’t forget to provide plenty of breaks and networking opportunities to keep your attendees energized and excited. By investing in great speakers and content, you’ll create a conference that attendees will be talking about for years to come.

Timelines for Conference Planning

Get Ahead of the Game with a Foolproof Conference Planning Timeline

Time flies when you’re planning a conference, which is why a well-structured timeline is key to staying on track. A comprehensive timeline should include all the important milestones and deadlines for your conference, from securing your venue to finalizing your speaker lineup. By breaking down the planning process into manageable tasks, you’ll be able to tackle each step with ease and ensure that you don’t miss anything crucial. Consider using a project management tool or spreadsheet to keep track of your progress and make adjustments along the way.

Don’t Leave Anything to Chance: A Step-by-Step Timeline for Conference Planning Success

Planning a conference can feel overwhelming, but with a well-planned timeline, you can stay on track and ensure that everything gets done in time for your event. 

  • The first step is to consider all the important milestones and deadlines for your conference, such as securing a venue, booking speakers, and finalizing your schedule. 
  • Once you have these milestones mapped out, it’s time to break down the planning process into smaller, manageable tasks.
  • For example, during the early planning phase, you may need to research and select a venue, create a budget, and begin reaching out to potential sponsors. 
  • As you move into the middle phase of planning, you’ll need to focus on booking speakers, finalizing your schedule, and creating marketing materials. 
  • Finally, in the weeks leading up to your conference, you’ll need to finalize all logistics, conduct run-throughs of your event, and make sure that everything is in place for a successful conference. 

Ace Your Conference Planning Game With These Tried and Tested Best Practices

When it comes to conference planning, number of best practices can help you to achieve success.Here are some key areas to focus on:

Clear Communication Channels

Clear communication is essential for any successful conference planning effort. Establish regular check-ins with your team to ensure that tasks are being completed on time. Consider using collaboration tools like Trello or Asana to keep everyone updated and ensure that deadlines are being met.

Technology and Software Tools

There are many technology and software tools available that can help streamline the conference planning process. Check out the InEvent guide on tools required for a successful event. Consider using a registration platform like InEvent to manage ticket sales and attendance. Use project management tools like Monday to keep everyone organized and on track. And don’t forget about event apps, which can help attendees stay informed and engaged throughout your conference. 
Consider a huge conference with thousands of attendees. To ensure a streamlined workflow, the event manager would use a conference management platform. Throughout the conference, all stakeholders would interact via mobile app for event. After the event, the organizer could effortlessly demonstrate outcomes through visual reports.

Engagement and Networking Opportunities

Attendees are more likely to have a positive experience at your conference if they feel engaged and connected to others. Consider incorporating icebreakers, speed networking, or other interactive activities to encourage attendees to connect with one another. You might also want to create breakout sessions or discussion groups focused on specific topics or industries.

Continuous Evaluation and Refinement

After each conference, take the time to evaluate your planning process and gather feedback from attendees and team members. Use this feedback to identify areas for improvement and make changes to your planning process as needed. Continuous evaluation and refinement will help you stay on top of industry trends and ensure that your conference remains relevant and successful.

Conference Planning Software: Bringing Your Conference to Life

As your conference date draws closer, it’s important to shift your focus to mid-conference planning. With the right conference planning software, you can bring your event to life and ensure its success. Here are some key areas to focus on during this stage:


Planning a successful conference requires careful attention to detail, strategic thinking, and the ability to stay organized and adaptable throughout the planning process.

As you move forward with planning your conference, remember to establish clear goals, communicate effectively, leverage technology and software tools, and continuously evaluate and refine your strategy to ensure a successful outcome. With this guide, you can rightly plan and execute your conference that inspires, educates, and engages attendees.

We hope this conference planning guide has provided you with the insights and resources you need to plan and execute a successful event. Good luck, and happy planning!

© InEvent, Inc. 2024