Organizing a company conference successfully is not a matter of joke. It needs a lot of patience, time, energy and hard work. For this we firstly need to know what actually a company conference means.

What is a company conference?

A company conference is basically a seminar event organized by a company which is presented by the employees themselves for a better understanding of the company’s policies and the current on-goings. A company conference is not the same as any random conference. Here it has to deal with the issues and topics of the company and aims at promoting the goodwill of the company at large and increase the visibility.

Steps to organize a successful company seminar

If the responsibility of organizing a conference is given to you by your company it means a lot. It’s a either make it or break it situation. You can promote the company as well as increase your visibility in the company if you are on the right track. There are a few steps that will guide you through the organizing and arranging process of a Company Conference. They are:

• Determine the purpose of the Conference: Before deciding on how to go about the conference and arranging the venue and inviting delegates, the first thing you should do is to determine the purpose of your conference. You need to be very precise about your choice. Whether you need the conference to boost the morale of your employees or you need it to promote the goodwill of your company or just to launch a new product in the market must been found first. Even if you want to boost the sales of your company in general it’s a good enough reason for a conference. Deciding the purpose prior to the arrangement is necessary as this determines the kind of organization you would have to conduct.

• Brush through the ideas: It is best to take help from the employees themselves for the conference. They might be having some bright and interactive ideas which should not go unnoticed at any cost. This might in turn bring out the inner potential of your employee and motivate them right away. You also need to decide on the speakers you want for the particular session and the topic that has to be discussed and the like.

• Fixing a budget is essential: Planning the conference ahead also means you need to fix a budget way ahead of the organization. Until and unless you know how much you can spend on the conference deciding on everything else remains a question. The speakers, the venue and all the arrangement depends on the budget to begin with.

• Connect the budget to the ideas:  It is necessary that the budget and the ideas go hand in hand. If your ideas for the conference are big but your budget is not enough then it is going to be just a dream. Make sure it is realistic and your goal is achievable in your budget. Ideas and budgets are essential to match up for a successful conference.

• Select some dates: Make sure to shortlist some dates for your conference. Keeping in mind the availability of the employees, the working days, the availability of the delegate and so on, the date should be selected. Then later one date which is the most suitable one can be selected out of the lot.

• Check Venue: Selecting an appropriate venue for the conference is essential. This might be dependent on the number of people you expected to be present on your conference day. How long the conference is supposed to last also is a factor for the selection of the venue. If the session is expected to last for half the day, from the morning through the evening then you are expected to serve meals to the attendees. Provision needs to be made for that as well. Keep that in mind.

• Make the organization team and hire speaker: Hiring the speakers is the next tedious task. You need to keep in mind the purpose and topic to be discussed before you select your speakers. Giving the right kind of duties to the right people is very much essential. The vendors and the organizing teams need to be selected perfectly and with the utmost care to ensure that the company conference is arranged perfectly well in advance.

• Conference agenda is important: It is important to make a good conference agenda beforehand so that you can hand it over to your attendees for them to refer during the conference. Developing a strong agenda makes sure that you make the right impression on your attendees and put across your point through the conference in the right way.

• Promote the Conference:  promote the conference before its due date. The conference needs to be publicized so that more and more people come to know about your company conference and be a part of it right on time. Apply the best strategies to promote your conference in the right way and for the shortest period of time. Involving the right marketing strategies for promoting the company conference is the best way of reaching out to more and more people.

• Evaluate the Conference: Evaluating the conference after it is done is an essential step as well. The conference needs to be judged for it completeness and success after it is done. This can be done by the measuring the response it gets from the public. Furthermore the reaction of the public and the interactivity of the attendees in the conference might also be judging criteria for you.

Pulling through a successful company conference might not be an easy task but it can be taken care of perfectly if you follow these steps in order. You need to believe in yourself as an organizer and your organizing skills to make a successful company conference and make the company proud of your efforts. Good Luck with organizing the next company conference.