5 tips on how to organize a conference – a guide to planning a great corporate event

1. Who, where, when?

It may sound trite, but start from the basics: when, where and for whom? For cycling enthusiasts, winter is probably not the right time. And a vegan festival in the middle of a meat feast? Maybe not the best idea. You know where we’re headed? Getting the right people in the right place at the right time is the alpha and omega of a successful conference.

Really think carefully about what your target audience is. Sure, you know why you’re holding the conference, what you want to say to the audience, but it doesn’t stop there. Try to think about what conference goers want to do during breaks, where they would like to go after the talks, what their preferences, style, tastes might be. All this will help you to organise a conference that not only works, but leaves an impression.

2. Team and schedule

Assemble a team of people who share your vision for the conference and maybe even a taste for good coffee. Distribute roles clearly and fairly – you don’t want everyone to organise the refreshments and no one to worry about the lack of speakers.

This is where your timetable comes in , a roadmap to a successful conference. Set your key milestones: booking your venue, confirming speakers, starting conference registration, and don’t forget regular team meetings. These will help you stay on course and maybe even catch some of those unexpected obstacles before they derail your plans.

Whether you work in a team or alone, have a plan. Make a checklist of tasks and cross them off. And to make sure you’re not starting from scratch, we have a checklist for you.

3. Site selection

How to choose the right place? Although our services and our hearts belong to the Pilsen region, there are certainly some general tips on how to go about it. The big regional cities are obvious. They have amenities, they are easily accessible and there is always somewhere to go after the conference. Want to escape the hustle and bustle? We have a lot to offer, for example Šumava has congress capacities.

But how to choose correctly? You need to know what you want. How many places you need, how many parking spaces, how many beds and rooms. What are the facilities of the hall, is there wheelchair access, restaurant, wellness? All this plays a role.

And as we said at the beginning, think about who the conference is for. It’s good to meet outside the main arteries of life. Just think about the details. Are you planning a multi-day conference in the countryside? Maybe choose a hotel where they have a spa and pool.

Bottom line, make a list of the requirements you have for a proper conference and bounce off them. And while you’re here, check out the options in our region.

4. Budget comes first

First, take paper and pencil (or rather Excel) and write down everything that can cost you money. And we really mean everything. Renting a place? Sure. Catering? Of course. Technology, materials, speaker fees, printing of promotional materials, and yes, even those small items like parking or postage. These little things like to add up and can surprise you in the end.

Compare prices of different conference halls, convention centers, meeting rooms, hotels. Don’t be afraid to ask around for more facilities, look outside of Prague, even in the countryside or mountains, prices can vary a lot.
Now that you know how much it will cost, it’s time to figure out where you’re going to get the money from. Admission is classic, see how others do it and get inspired so you don’t shoot the price from the hip.

Then there are sponsors, but how to get them? You have to offer them something. Reach out to companies and organisations that might be interested in your target group. Prepare an attractive offer-visibility at the event, presentation opportunities, booths, logos on materials.

And finally, grants and subsidies. It can be a madhouse, but the resulting amount can help you a lot. We can’t advise you from the side on how to apply for grants, every situation is different. But don’t be afraid to contact us, we’d be happy to discuss it with you.

5. Preparation, logistics, problems

Logistics may sound like a boring word, but believe me, without it, your conference can turn into comedy-worthy chaos. And you don’t want that, unless you’re planning a convention of stand-up comedians.

So what to watch out for? Ask the conference hall or hotel operator for a floor plan and ask them how the space is usually organised. The same applies to accommodation and transport for speakers. Will the hotel provide transport or is it up to you? Will the hotel prepare a welcome package for them? And what about the visitors, will they hit it off, will they get their bearings? A decent convention facility and conference hotel are prepared for these needs, but be sure to check and prepare if necessary. You don’t want conference goers wandering down corridors and speakers sitting in traffic in a dodgy taxi from the station.

No matter how hard you try, something is bound to go wrong. It just happens. Make a crisis plan. Think of all the “what if” scenarios. What if the power goes out? What if there’s an allergic reaction to the snacks?

Prepare procedures for different situations so you can respond quickly and effectively. Have a first aid kit on site, as far as technology goes, have spare cables, batteries and ideally a technician who knows what to do if the laptop decides to refresh in the middle of the presentation. And above all, take it with a smile.