Defining the objectives, setting a date, promoting the event... Here are the 10 key steps to follow to successfully organise a conference in Paris.
Do you know the key steps for organising a successful conference?
Organising a conference is a bit like staging a big show: every detail counts! From the staging of the sessions to the choreography of the coffee breaks, not forgetting the registration control room and the fanfare welcome for participants, everything has to be in tune. It's thanks to preparation done to perfection and organisation planned to the millimetre that you'll turn your event into a memorable experience, full of pep and enriching exchanges.
A conference turns a simple gathering into a real festival of ideas and encounters. It's the dream place for experts, innovators and thinkers to cross paths and exchange views on the latest trends and discoveries. Every conversation can open up new horizons. For a company, what better opportunity to shine a light on its expertise and weave strong ties with its community? As for the participants, they leave not only with valuable knowledge, but also with an enriched network and broadened perspectives. All in all, preparing a conference, All in all, preparing a conference, means designing a professional event where every detail has its importance.
Your conference at Comet is entirely possible. With our Comet Meetings offer, we invite you to organise your corporate events in one of our 7 Paris venues. Today we're giving you 10 key steps to organise your conference.
1. Define the objective
The first step towards a sensational conference is to define the objective. It's a bit like choosing the destination before mapping out the route for a fabulous trip. You need to know what you want to achieve: is it to boost your brand's visibility, to launch a new product, or to create a platform for exchange between experts in a sector? This clearly set course will give a clear direction to every aspect of your event, from the themes covered to the guests of honour.
2. Choose a theme
The second point on your conference roadmap: choosing a theme. This step is a bit like choosing the theme for a big fancy-dress party. You want something that attracts, that engages, that piques curiosity. By choosing your theme wisely, you create a common thread that will weave together your whole conference, from the selection of the speakers to the setting up of the workshops, and even the choice of the sponsors. It's your signature, what will make your conference unique and memorable.
3. The conference format
The choice of the conference format must align the objectives of the event with the expectations of the participants while maximising engagement and interactivity. Careful planning at this stage can turn a simple conference into an enriching and memorable experience for all the participants. It's important to know whether you want to organise your conference in an in-person, virtual or hybrid format.
At Comet, we offer you our Comet Studio solution for all your virtual events or hybrid events with remote participants.
4. Budget it
Setting the budget of a conference is essential to guarantee its financial and operational success. To define the budget of a conference, start by listing all the costs you anticipate, including the venue rental, the speakers' fees, and the catering and technology expenses. Setting up an expense tracking system will help you control the budget in real time, allowing proactive adjustments in the event of overspending.
5. Surround yourself with professionals
Organising a conference is not solely down to its organiser. So you need to surround yourself with expert players who will take care of the various stages of organising the event.
For every event organised at Comet, we support you throughout the whole process, from the creation of the event to how it unfolds on the big day. Our Events Scientists talk with you during the entire preparation phase of the event and even afterwards, to answer your requests. We also offer you plenty of on-site services: a technical support service so that bugs don't show up to the party, a catering service that is indulgent and respectful of the seasons, and wellness sessions to refocus after a break.
6. The length of the conference
To determine the optimal length of your conference, start by assessing the content to be covered and the objectives of the event. A typical conference day should include 6 to 8 hours of sessions, with regular breaks and a one-hour lunch break. Consider sessions of 45 to 60 minutes to hold the participants' attention. By carefully planning the length of your conference, you guarantee an enriching and enjoyable experience for the participants.
7. Set a date
Make sure that no other major event is taking place at the same time so you don't lose your potential audience. Plan the date several months in advance so you have the time to properly prepare and promote the event. Take into account the logistical aspects such as the seasonal weather conditions, and always keep one or two alternative dates in reserve to handle the unexpected.
8. Find the speakers
Finding the speakers for your conference is essential to guarantee captivating and informative presentations. Start by identifying the experts and thought leaders in the field of your event. Look for inspiring speakers capable of engaging the audience and use your network to obtain quality recommendations. Contact the speakers early to check their availability and discuss their logistical needs. Diversify the perspectives by including speakers from different sectors and backgrounds.
A catalogue of content professionals is at your disposal for all your events at Comet.
9. Book the venue
To book the ideal venue for your conference, it's crucial to focus on the location. Make sure the site is central and well served by public transport to make access easier for the participants. The proximity of hotels is a real plus for welcoming your guests coming from far away. The proximity of restaurants, cafés and local attractions can enrich the experience of the participants, offering them extra options for meals and leisure. What's more, it is essential to guarantee access for people with reduced mobility to make sure that all the participants can move around easily and comfortably. By focusing on these aspects, you ensure a practical, accessible and pleasant conference for all the participants.
10. Promoting the conference
Once the speakers are confirmed, focus on the promotion of the event through various communication channels. Use teaser videos, interviews and blog articles to spark interest and maintain engagement. Make sure you include detailed information about the programme, the themes covered and the benefits for the participants. Also use email marketing platforms and targeted advertising to reach a wider audience and encourage registrations.
For your big conferences
Comet Bourse
Right in the heart of the second arrondissement of Paris, enjoy a fully equipped 344 m² auditorium with 280 seats.
Comet Arboretum
Within the largest low-carbon solid wood campus in Europe, discover our very (big) plenary room of 416m², able to host up to 400 people seated.
Organising a conference demands meticulous planning and attention to detail to guarantee its success. From the choice of the speakers to the promotion of the event, every step plays a crucial role. From defining the objectives to promoting the conference, not forgetting the choice of the speakers, all these steps are essential to make sure your conference is a success. So, when's your conference at Comet? 😉
