How to Host a Conference Call?

Hosting a conference requires a detailed plan, as there are many moving parts to manage, from setting objectives to post-event follow-up. 

A successful conference provides attendees with an engaging and memorable experience that aligns with your organization's goals

Phase 1: Pre-planning of Conference Call.  

• Define goals and audience: Clearly outline the conference's purpose and what you hope to achieve. Identify your target audience and understand their needs and expectations to shape your content and marketing.

• Form a team: Assemble a capable team with assigned roles, such as an event manager, marketing lead, and logistics coordinator. A clear communication plan is essential for a large team.

• Create a budget: Allocate funds for anticipated costs like venue, speakers, marketing, and catering. Include a contingency fund (10–15%) for unforeseen expenses.

• Select a date and venue: Choose a date that avoids major holidays or competing industry events. When selecting a venue, consider capacity, location, accessibility, and technology infrastructure.

• Secure sponsors and exhibitors: Identify companies that align with your theme and create sponsorship packages with clear benefits to help offset costs.

Phase 2: Execution of conference Call

• Confirm speakers and agenda: Secure keynote speakers and presenters whose topics resonate with your audience. Design a program with a mix of formats, like panels, workshops, and networking sessions.

• Market the event: Develop a marketing plan that utilizes a range of channels, including a conference website, email campaigns, and social media. Use engaging content to build excitement and drive registrations.

• Manage registration: Choose an event management system to handle ticket sales and attendee data. Create a user-friendly registration page and offer multiple payment options.

• Finalize logistics: Confirm all details with vendors, including catering menus, AV equipment, and security. Prepare all conference materials, such as signage and name badges.

• Rehearse the plan: Conduct a final walk-through with your team to review the event script, timeline, and staff assignments. This helps to identify and resolve potential issues.

Phase 3: The event and post-event

• Welcome attendees: Create a smooth check-in process on the day of the event. Provide clear signage and a dedicated information desk to assist guests.

• Engage attendees: Facilitate networking opportunities through scheduled sessions or an event app. Encourage interaction with live polls, Q&A sessions, and social media walls.

• Gather feedback: Send post-event surveys to collect attendee and speaker feedback while the event is fresh in their minds. You can also use social media monitoring to gauge sentiment.

• Follow up: Send thank-you messages to all participants, sponsors, and speakers. Use feedback to analyze what went well and what could be improved for future conferences.

• Showcase highlights: Share event highlights, such as photos and recap videos, on social media to keep the conversation going and build momentum for your next event.