We know that we want to organize a conference. We even managed to define a specific topic. We collected the necessary information supported by data and evidence. This is half the battle. Now it's time to define the goal. Contrary to popular opinion, the topic and purpose of the conference are not the same. The topic may be the same. both in the case of a scientific lecture and an industry meeting. For example, in the case of a scientific conference, the speaker will focus mainly on the information aspect. He will want to present the development of a given issue, its impact on the environment. and its impact on the effectiveness of the brand. The goal will be different in both cases, which will affect not only the nature, but also the course of the conference. The goal of the conference will also affect the selection of speakers - specialists in a given field. we organize a conference. What do we want to achieve with it, etc. Budget The budget is a very important component of the conference. The truth is, we can organize a conference for almost any money. However, their level depends on their quantity. A small budget will allow for the necessary minimum. A larger fund will allow you to organize additional attractions, purchase conference materials or hire more people to help. Regardless of whether we are planning a small or large conference, determining the financial thresholds will make the task much easier. Knowing your financial options makes it easier to plan everything else and determine exactly what you can afford. The possibility of organizing accommodation for guests or additional attractions will also depend on the amount of the budget. Of course, your budget can change over time. However, it is important to have constant control over it. Once we have an established budget, we can move on to the next stages of conference planning, including schedule, choice of the date and place of the conference. Conference schedule The preparation of the schedule is used to precisely define the duration of the conference divided into lectures, talks and presentations. An important element of the schedule is proper planning of breaks. The more complex the event, the more detailed the plan will be needed. It is important to plan how much time will be devoted to lectures, presentations, and how much time will be devoted to discussions. Location, or the place of the conference First, you need to decide whether you want to organize the conference in the city or somewhere on its outskirts. Of course, a conference in the city center will be much easier for event participants due to more comfortable access. In addition, when choosing the right place, it is worth focusing on one that arouses sympathy and, above all, has the appropriate technical facilities. An ideal place should be elegant and prestigious. Thus, it will immediately raise the profile of the event we organize. It is also worth paying attention to the size of the conference room. Certainly it cannot be too small, as it will result in unnecessary crowding. The place says a lot about the event organizers and their attitude towards invited guests. It is worth remembering this. The date of the conference An important element of planning the conference is the date of the event. It is worth setting the date about six months in advance. You should also plan how long the conference will last. The European standard is three days, including accommodation and breaks. Advertising the event When organizing the conference, one must not forget to advertise the event. For this purpose, it is worth not only preparing appropriate posters, but also a website. Modern life takes place on the web, which is why it is an ideal place for advertising and informing potential interested parties. Anyone interested in coming here will be able to learn more from the website. On such a page it is worth placing the program of the event, the purpose of the conference, short biographical notes about the speakers and information about any additional attractions. We also place a registration form, payment information and other important messages on the website. Invitations to the conference Currently, the most common form of invitations is by e-mail. Depending on the nature of the conference, we can also register. Remember to always ask for confirmation of arrival. This is very important. It is also worth remembering not to send invitations at the last minute. Then we condemn ourselves to the fact that a large number of people whose arrival we care about will not be able to participate in the conference. Catering and accommodation Catering is an important element of every conference. To a large extent, it is the meals served that determine the rank of the event. Meal meetings can also be an excellent opportunity for meeting participants to establish contacts. Therefore, at the stage of choosing the place where the conference will be held, it is worth paying attention to whether the facility provides refreshments or full-size catering. This nice gesture will surely remain in the memory of the invited guests and will make a good impression on them. And if the conference is to last several days, and guests come from far away, it is good to take care of the accommodation. Convenient accommodation conditions are an important element for conference participants.