So, you need to organise a tech conference,
easy right? Well… not always. Like any big event, there’s a lot of work
involved so you’ll need to have a firm plan in place. We’ve put together these
10 steps to help you get the ball rolling!
Start Early
All too often, planning for a conference is
started too late in the game. This means that there’s a rush to organise a
keynote and venue, as well as a rush to advertise in time for people to
actually show up. What then happens, is that you will be left with an event
that doesn’t flow well. Instead of a seamless transition between events, there
may be gaps that are too long, and the theme won’t be as cohesive as you’ve had
to scramble to get speakers together. If your call for proposals goes out too
late, you won’t be able to have the all-important discussions with those
interested, and the speakers that are accepted will be left confused as to what
they are actually doing on the day.
Pick the Right Team
The organising team for the conference should
be made up of a group of people who are excited to get involved. This will take
up more of their time than even they will have anticipated, so make sure that
they are aware of the commitment. A good mix of new and old staff will merge
the advice from past conferences with the enthusiasm new team members bring
with them. Remember to diversify the group as well, and have the gender split
as close to 50/50 as you can.
Budget
Know what your budget is before you start
making any grand plans. Tech conferences can eat away a budget really quickly,
so you’ll need to be aware of this. If you’ve had previous events, this will be
a good basis to start from. Keep an accurate working budget, so you don’t find
that you’ve overspent, and can keep tickets in the reasonable price range.
Sponsors are crucial to any tech event, so it’s important to get them on board
as soon as possible. Show clearly what your event can offer them.
Theme
Theme is everything at a modern tech
conference. It draws people in and makes them buy the tickets. Create an agenda
as soon as you are able so that attendees know what to expect. Keep it as
narrow and on-theme as possible. While there will of course be many diverse
stands, now is the time to bring these into focus. Make the theme your own, relevant
to your company, and with a clear call to action.
Venue
The venue might be the single most
important aspect of any tech conference. If it’s being held in a stuffy hall,
no one is going to want to go, and it will give the impression that the event
will be boring. You’ll be looking for modern conference venues in London,
something that fits with your theme, with the speaker’s ideas, and will
facilitate break-outs and networking. VR will also be important, so ensure that
your venue has the right technological capabilities for what you need.
Keynote
The keynote speaker will be one of the
biggest draws to the event, so think outside of the box. Contact people who the
audience might not have seen before and contact them early. Schedules fill up
fast, and once you have your theme, getting the keynote needs to be next on the
list. Always treat them with the utmost respect, and answer all of their
questions. The more information that you can give them, the better. Once you’ve
found someone you want, let them know as soon as possible and start advertising
it – although get their approval of the wording you’re going to use.
Agenda
This has already been mentioned, but have a
plan for the day, and think about your attendees. They are going to be looking
for something that they can participate in. No matter how good your speakers
are, there should also be something more interactive. Breakouts, and panels
with content relevant to the theme will allow the audience to engage further. You’ll
need to provide ample time for networking, as a conference like this is an
amazing opportunity for everyone.
Offer Food and Drink
A crucial part of any conference is what
people eat and drink. If you’re not providing it yourself, people will drift away
on their own, and either come back late, or not at all. Meal times are a great
opportunity to network and having coffee or even beer on standby will help
everyone relax. Make sure that you have a few options for dietary requirements.
Having some nut-free, vegetarian, and gluten-free food is always a bonus
Update Your Website
Remember that it’s a tech conference you
are organising, and so attendees will expect all of the information to be
available online, an online booking system, promotional videos, the works.
Advertise your sponsors as well so that they are getting what you promised. Keep
all of your social media accounts up to date as well, and have a strong
marketing plan and call to action for people to respond to.
Don’t
Forget
After the event is just as crucial as the
lead up to it. Continue to engage with attendees, ask them to complete a
feedback survey, analyse the data from this and send it back to them. Keep the
conversation going. Remember to thank all of the speakers, sponsors and the keynote
– sending gifts is appropriate as well. If you have another conference the next
year, invite them to attend. If not to speak again, at least a free ticket to
participate. The most popular speakers could head a panel, but you need to keep
in contact with them, and not just forget about them.
There are a lot of moving pieces when it
comes to organising a tech conference, but with a good team behind you and
adequate planning, it will all come together. Don’t get stressed and you might
have more fun organising than you first thought!
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