Business Conference Planning Tips

Last Updated: 

June 12, 2024

Planning a business conference or corporate event is a challenging task. There’s a lot to think about and do to ensure your meeting goes smoothly.

There are tips you can apply that will help you know where to start and what to focus on as you prepare for your business conference. Get organised early on because you want to make sure you have plenty of time to plan and complete your to-dos before the big day arrives. Make sure that you put together a team to help you because it’s a large undertaking and job to tackle.

Key Takeaways on Planning Tips for Your Business Conference:

  • Set Goals & Objectives: Understand the purpose of the event and determine what you want attendees to get out of it.
  • Establish Budget & Timeline: Create a realistic budget and a project timeline to guide your planning process and avoid overspending.
  • Plan Logistics & Content: Develop an agenda, secure top speakers, and outline the event schedule, including any evening events.
  • Promote Your Event: Use marketing strategies, social media, influencers, and speakers to spread the word about your event and attract attendees.
  • Ensure Proper Staffing & Gather Feedback: Staff the event adequately by hiring an event staffing agency, for smooth operations and collect feedback from attendees after the event concludes.
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Set Goals & Objectives

Understand the purpose of your event right from the start. Set goals and objectives for what you want your attendees to get out of it. Knowing what you want to accomplish and the type of feedback you want to receive will help you prepare properly. Ask yourself why you’re hosting or putting together the event and what you want everyone to get out of it in the end. For instance, many corporate events are for team building and appreciating the employees' and stakeholders' work. Such events include activities like go-karting, movie screenings, and more.

Establish A Budget & Project Timeline

Another business conference planning tip is to establish a budget and a project timeline. Make sure the budget is realistic so you stay within reason and don’t overspend. You need to know how much money you have to work with so you can decide where and how you want to spend it and determine the type of event you’ll be able to afford to produce. Make sure you plan for unexpected expenses or delays as well. Create a project timeline and let it act as your roadmap for knowing what you need to do by when.

Plan the Logistics & Content

One of the most important parts of planning a corporate event or conference is the agenda. Dive into planning the logistics and content and make sure you line up top speakers to speak and host your event. Consider checking out the speakers bureau to secure some of the best talent out there and ensure your conference is one worth talking about. Come up with a timeline and agenda that will outline who is speaking when and include any evening events you want to host.

Promote Your Event

You’re also going to want to come up with a marketing plan for promoting your event. You want to make sure that people want to and can attend. Find creative ways to get in front of your target audience and have bloggers and influencers and your speakers help spread the word. Make use of technology and social media to communicate reasons to attend and what’s on the agenda for your event.

For small events sending out invitations early on will be suitable but for larger events, you’ll need to take a bolder approach. Furthermore, ensure that you continue with promotion at the event itself with branded merchandise and gifts such as pens, mugs, stress toys, bags, and maybe even something fun or unique like a magic 8 ball for personalized fortune-telling! Customised merchandise like this will help ensure that potential new customers remember your brand long after your event is over!


Remember to ensure you have the event properly staffed so it flows well and to gather feedback from your attendees after the event concludes.These business conference planning tips will help you plan and prepare an event to remember. Avoid stressing out so much about what could go wrong and instead focus on getting all the details confirmed so there’s nothing to worry about.

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