A well-planned conference project management sets the stage for a successful conference. But managing the project is never a pleasant task as there are issues like tight timelines, lack of teamwork, lack of accountability, and so on.
Determining the objectives of the project should be on the first page. Involve all of your team members in the planning and identify their skills for a seamless advancement to their respective tasks.
Moreover, stay updated with the project progression with a project management tool. It helps you keep informed about every little project-related issue. Also, communication with the team members becomes much more convenient with the paid software or app.
If you want a complete guide on how to manage a conference project and overcome the challenges, stay with us.
What Is Conference Project Management?
Project management is simply managing a project. So, conference project management means creating a master plan, sticking to the plan and work accordingly, and working for improvement depending on the feedback.
The management team works under a manager, who is basically the leader. He/she will guide the other team members to work step by step to gain the ultimate success. However, every decision-making must include members’ opinions.
Despite that, the best thing about project management is there is a track recording of the works and every member is aware of this advancement. Therefore, project management turns out a crucial step to build a successful conference strategy.
Do You Know how To Manage a Conference Project?
Managing your conference correctly is key when you’re seeking the awaited success. The management starts with the planning of team members and ends with collecting honest feedback from the attendees.
Proper management lets you execute a perfect plan and work on the improvement from the upcoming events. The following steps will help you manage your conference conveniently.
Define Your Conference Objective and Format
Conference project management remains daunting until there is no clarity regarding the objective. Finalizing the objective means you as the organizer already know the purpose of this grand arrangement.
The first and foremost condition for arranging a successful conference is clarifying the event objectives.
Organizers mostly deal with the following objectives in their event and it’s totally up to you what you want to achieve.
- Create networking opportunities for the attendees
- Increase your brand value
- Earn revenue through ticket sales
- Fundraising for a particular organization
You can only achieve something when you know what you intend to achieve. That is why any project management must start with defining objectives.
Before taking any further steps, decide on the event format.
- Traditional In-person Event: In-person events consist of intellectual speakers who disclose the event’s goal through the opening statement. The attendees connect themselves through panel discussions and interactive sessions.
- An Interactive Event: Unlike traditional conferences, this one deals mainly with the attendees’ active participation in group discussions on particular topics. They need not sit back and listen to the keynote speakers like traditional ones.
- A Virtual Event: This event is entirely different from the first and the second one as the event takes place online. The speakers and attendees connect in discussions through webinars or online conferences here.
- Hybrid Event: It is the best event format available today. It’s an in-person conference with attendees’ active participation. However, the event’s reach goes beyond the venue, as live streaming is available.
Determining the Project Budget is Key
Keep a clear idea about the expenses of any event. The budgeting for the conference includes a few things.
- Budget for the venue
- Promotion and marketing
- Budget for the speakers
- Catering cost
- Security costs in the venue
- Cost for speaker, visualization, and internet connectivity.
Decide the expected number of attendees at the conference, which allows you to determine how spacious a venue you need and its cost.
You need to run paid promotions and personalized emails to reach target attendees. The promotive program bears a large portion of the entire budget.
Moreover, speakers won’t attend your event for free and obviously, they will charge a certain amount. Serve quality food to the attendees to refresh them in the long run.
Always maintain the security issues and technical support for a smooth program. However, look for reputed sponsors that can reduce the cost to a great extent.
Book a Suitable Venue and Fix the Date
A spacious venue is key to providing participants with a comfortable and enjoyable program. However, having a spacious venue in a remote place can be a big issue. Also, it must contain all necessary equipment that ensures a seamless program run.
- Spacious enough to accommodate all attendees
- Easily accessible
- No security issue
- Parking area
- Having every necessary event management equipment.
Meanwhile, fix the date immediately after you’ve chosen the venue and include it on the promotion page. The event must not clash with another program nearby on the same date.
Do Some Promotions
No magic can let you reach your target audience and inform them about your program. So what you need to do is run both paid and free promotions. In the age of social media, running promotions are superbly convenient.
Use your social media platforms to reach the audience. Make this a little more interesting and engaging by including the keynote speakers. Include the date and the exact location.
- Mention the date and location
- Include info about the keynote speakers
- Take easily to the registration page.
Attendees may choose a competitor organizer for the same conference because they offer a convenient registration process from the promotion page. So, take this thing seriously to ensure your promotions don’t fail.
Book Acknowledgeable Speakers
Always give maximum importance to the audience while selecting speakers. Here’s a great idea you can follow.
Tell your team members to think like the attendees and ask themselves who they would like to hear from. Collect the answer and this data can help you choose the best speakers.
Speakers with interactive capacity always attract attendees and add extra value to the entire program.
Ensure a Smooth Run According to the Plan
A superb planning can bring you no output if you can’t ensure a flawless run. This run starts in the early hours of the day.
- Software-based check-ins for the attendees
- Maintaining a tight security
- Volunteers are prepared to deal with any issue, at any time
- Uninterrupted internet connectivity
- Flawless service of microphone, speaker, and visual screen
- Serving quality catering during the break.
The lack of technical support can ruin the entire conference experience, even after having reputed speakers.
Collect Feedback and Analyze Data
Your event may have some flaws and to resolve these issues, you must disclose them to the team members. In this circumstance, feedback from the attendees can help you the most.
Let them share their opinions regarding the event on the social media platforms. Analyze the data and define where you made the mistakes before starting to work on these issues.
Project Management Tools
The sole target of a project management tool is to make a successful project. It includes tasks like planning, organizing, and tracking the activities. Doing the same tasks manually may appear as a hindrance to successful conference planning.
Moreover, running promotions, reaching the speakers, and making payments have become easier with the introduction of this tool. Quite a number of these tools are available for you to get going.
- Trello
- Whova
- Asana
- Wrike
- Cvent
- Com
- BaseCamp
- HubSpot
- Slido
- Slack
Before choosing any of these tools, make sure to use a conference-specific tool that speeds up the success run.
For example, Trello might be good for small conferences, but you need support from other premium tools like Cvnet when the arrangement is grand.
Things to consider while choosing a management tool are –
The Tool Must Go with Your Needs
As an organizer, you should choose the tool depending on your specific needs. What you expect from your tool is the first question you need to ask yourself.
Keeping track of the activities, communicating with the team members, or searching for a tool to work on the go are some of the common needs of any organization. Decide what you need and go for a tool that suits your business the most.
A Professional Interface
It’s not mandatory to have an attractive interface, but having a professional one is necessary. No doubt, you will be buying this for your business purpose.
Therefore, let you and your team members have professional experience while using the tool. Meanwhile, if the interface isn’t clean and user-friendly, people using it won’t enjoy the entire process.
Ease of Use
Would you like to join a course to learn how to use the tool? No one will like it for sure. That is why look for such a tool that is easy to deal with.
The tool must help you define the structure of the conference conveniently. A simple layout and functions can let any new user go through the app or software.
Features and Functionalities
It should let you plan the project, manage your tasks, and track the progress. A tool without letting the members be interactive regarding the upcoming event is of no use.
Communication and Collaboration
Collaboration with your team members must turn out more convenient than before with the introduction of a project management tool. This collaboration keeps every member related to the arrangement up to date about the progress.
Moreover, they can solve any issues related to the conference through convenient communication.
Submitting Task Report
This is what keeps the members working with responsibility and updating their work regularly to encourage the entire team. The tool speeds up the entire management process, and a real-time report submission makes the process smoother.
Keep track of the completed task using the tool instead of tracking manually because it’s a hassle. Without letting others know about the advancement of your work, the motif of purchasing the app remains incomplete.
Manage Entire Project
Purchasing a project management tool means you are getting an all-in-one software or app. So, why would you depend on other apps paid or free to manage your task? As a buyer, make sure you’ve all you need in the app before paying the full price.
External Sharing
If you are planning to arrange a conference in partnership with any other company, sharing your ideas is necessary. The software you’re buying should enable your sharing the thoughts to people outside your organization as well.
This very platform also allows you to know their thoughts regarding the event, which can ultimately result in better planning and execution.
A Reasonable Pricing
Although both free and paid project management tools are available, you should go for the paid one for better service.
But before you purchase one, the tool comes with every possible function that you need. Also, many key features stay locked in the free version that may not come to your help.
If possible, try the app’s free version and only purchase if you’re satisfied with the service.
Safety of Your Data
Look for an app or software that keeps your messages and planning encrypted so that no third party outside your team can breach the data. They will have access only when you allow.
Every feature of good, paid software goes into vain if there is a minimum security concern. So, compromising this particular segment can turn out to be a big mistake.
Importance of Project Management in Conference
A proper plan is the root of all success. The project management team works on planning for an event as their sole purpose is to meet the attendees’ satisfaction level.
Clarity of Goals and Objectives
You can get every possible outcome from a team if there is enough clarity on the goals. The management team shares every little detail about the event with the team members.
Quality Assurance
High-quality content extends the chances of getting success. To ensure quality, other members always keep a close eye on the project’s advancement.
Also, you have to notify the progress of your work to the team members that never leave any work incomplete within the allotted time. Therefore, quality assurance within the time limit becomes possible.
Better Outcome and Productivity
The entire project falls under the criteria of teamwork with project management. Working as a team means there are more people behind to encourage you and help you find any mistakes in your work.
Except for this, the hard work and perseverance of the remaining teammates let you focus on your provided task better than before. Getting a clear idea of the structure of a successful conference also plays a vital role in enhancing overall productivity.
Time Management
Even the laziest member of your team will understand the value of time management after working in a team for a while.
The management works in a way, where every member receives a particular task and must reach the finish line within the provided time. In that case, no one can dare waste his time.
This is quite an effective way to make a person punctual and respectful to his work, which ultimately turns out as a positive approach for the conference.
Avoid Potential Issues
Mistakes are normal, but identifying those mistakes is challenging indeed. However, it can turn out easy as well if you’re a member of a management team.
Wondering how? As I’ve already told you, your team members are always there to back you up during any diverse situation.
Again, you should discuss any issue with every team member before making the final decision. This allows you to discover different opinions regarding a single issue, which allows you to choose the most appropriate one.
Save Time and Money as Well
No matter how hard you try, it’s almost impossible to do everything perfectly alone. When the question comes of arranging a conference, it becomes tougher.
Through the distribution of work, even a giant task turns into a tiny one. Everyone knows what they have to do. This saves ample time and builds a good relationship among the team members.
Again, a project management tool is a key addition to managing the entire project virtually. Therefore, you don’t have to spend any extra penny to arrange meetings outside for planning purpose.
Improve Communication
Better understanding among team members results in a better outcome, and managing a project means working with everyone who belongs to the team. Everyone communicates with each other for the betterment of the entire project.
Detailed Project Tracking and Reporting
Maintaining the pace of every member’s work is a challenging task until you have a management team. Members are instructed to report their advancement along with details. It’s the best way to track how far they have gone to reach their goal.
Continuous learning and improvement
Not every member of the team comes with expertise in the same field, and it’s quite normal. But continuously working and being part of a team helps one improve their vision and learn new things.
For instance, “member A” made a mistake in a particular field. So, someone from the team will solve that problem. That team member will understand what wrong he/she did and he/she will try not to do the same and work on his improvement.
Project Management Challenges
Challenges of Conference Project Management
Managing a conference project is any day a challenging task. From maintaining quality to ensuring teamwork within tight deadlines the entire procedure is challenging.
Here are the top 10 major challenges.
No clarity on the objectives
No matter how smart you are, without having a clear goal it’s impossible on your part to reach the destination. Among the major conference project management challenges, it appears as the most crucial one.
Make sure, you along with your team members are well aware of your target. No confusion arises regarding your next move when you know where the finish line is. Moreover, it lets the members have a better focus on their work.
What’s the solution then?
Meanwhile, to set a clear goal you need to decide what you intend to achieve from the arrangement, and it should be realistic. Divide the ultimate goal into a few parts and distribute the tasks to your team members.
As a result, they will have every bit of their focus, which ultimately results in achieving the goals.
Scope creep
When the project requirement changes, it changes the conference project goal, affects time management, and decreases the quality. This situation is known as scope creep while managing a project.
For instance, you have a budget of “X dollar” and you are supposed to buy “Car A”. Suddenly, you change your mind and decide to buy “Car B” with a bit different and improved features. What happens then is you need to spend more than your budget to accomplish your goal.
This is merely a part of what happens due to scope creep, the entire thing is a lot larger.
What’s the solution then?
Plan properly before finalizing the budget and working on it. In case you have a partnership, have a clear conversation regarding the objectives. Try to stick to your plans.
Limitation of resources
Without having sufficient resources you can’t get your job done. Even picture-perfect planning can never see the face of success without having adequate resources. Also, time limitations turn as a hindrance to the usage of the resources.
What’s the solution then?
The management should ensure enough resource allocation to the members. Besides, any necessary tools should speed up the entire procedure. Budgeting should be according to the entire planning to avoid resource limitations.
Poor communication
Teamwork requires proper communication among the team members to achieve the ultimate goal. However, having poor communication can lead to several problems like confusion about the responsibilities.
Other major problems due to communication are lack of accountability, conflict among the members, not sticking to the plan, and ultimately the entire project plan failure.
What’s the solution then?
The manager of the team should act as team leader and instruct every member to inform their work progress. Also, identify people with similar skills and advise them to communicate with each other regarding any issue.
Lack of teamwork and accountability
Poor communication can lead to a lack of teamwork because the members never build the bond they need to work as a team. One more issue that appears as a hindrance to management is that no one is accountable for their deeds.
They are not told to provide details on their work progression to the team leader, which makes them careless of their work.
What’s the solution then?
It’s a tough challenge to deal with but if the project manager works heart and soul to keep communication among the members, it may see the light of solution.
Time Management
The members must have a clear idea about the deadline of their work because an unclear idea can lead to poor time management.
Moreover, poor time management leads to the failure of the whole project, for which the particular team member will be accountable.
What’s the Solution Then?
Fix the conference date before starting working on it. Inform each team member about their responsibilities and deadlines for their work submission. Never impose a tight schedule that will result in the quality decrease of any work.
Maintaining Quality
When you hand over a task to someone lacking expertise in that field, quality concern rises sky-high. A member with vast knowledge of technology should come up with the responsibility to look after the technical side during the event.
What’s the Solution Then?
As a team leader, you should have a clear idea of the strong sides of your team members and assign tasks depending on that. Lack of skills in that particular field is risky for the entire project.
Stakeholder Management
Stakeholders, sponsors, or attendees are key parts of your arrangement and the event. Without being involved, they can never know what’s coming in the upcoming event and can’t share their opinion regarding their expectation from the event too.
What’s the Solution Then?
Make sure to respect their opinions and inform them about the progress of your preparation for the conference.
Unrealistic Expectation
Expecting a good outcome from the event is any day a positive approach. But what if you’re imposing unrealistic deadlines for the work? Well, it simply will decrease the quality that may not reach your expectations.
What’s the Solution Then?
Create a proper timeline for every task and let the team members work comfortably to ensure maximum quality, which is rather more important than finishing the work early.
Frequently Asked Questions
Managing a conference project can turn out a daunting task for sure unless you rely on a project management tool. We’ve gone through every possible detail related to this. However, this section comes as an addition.
How to Organize a Conference?
Organizing a conference requires proper planning. However, the planning starts with deciding the purpose of the arrangement.
After deciding the goal, the next step is to book the most appropriate venue that somehow connects to the event theme. Identifying the target audience and running promotive programs is the following task.
Never compromise while selecting speakers because they come with the biggest responsibility to encourage attendee engagement. Moreover, the organization includes taking feedback from the attendees on any issues.
What is a Conference Format?
A conference format refers to the structured approach taken to organize and present content during an event. It encompasses various elements, including the types of sessions, such as keynote speeches, panel discussions, workshops, and breakout sessions. Each format serves a unique purpose, catering to different audience needs and preferences.
Choosing the right conference format is essential for engaging attendees and facilitating meaningful interactions. A well-thought-out format not only improves the learning experience but also encourages networking and collaboration among participants, making the event more valuable and enjoyable for everyone involved.
How Do You Create a Conference Checklist?
Creating a conference checklist starts with identifying all the essential elements needed for a successful event. Begin by listing key categories such as venue details, catering, technology requirements, and marketing materials. Breaking down tasks within these categories helps ensure nothing is overlooked and allows for smooth coordination among team members.
Once you have your categories and tasks outlined, prioritize them by deadlines to keep the planning on track. Regularly review and update the checklist as you progress, allowing you to adapt to any changes while keeping the focus on delivering an exceptional experience for attendees.
How to Run a Good Conference?
To run a good conference, one must plan ahead and work heart & soul to make the plan reach peak of the success.
Running a good conference requires having a proper plan that starts with having a fixed event goal. But a good conference can never work out without engaging attendees. And engagement requires intellectual speakers with engaging content.
But can you reach these target audiences without having a proper marketing or promotion plan? As the answer is no, you need all these to run a good conference.
Should I use project management tools for organizing a conference?
Absolutely! Using project management tools for organizing a conference can make a significant difference in the planning process. These tools help streamline communication among team members, track progress on tasks, and ensure that deadlines are met. With everything in one place, it’s easier to collaborate and stay organized.
Moreover, project management tools can reduce the stress of coordinating numerous details. They provide features like shared calendars, task assignments, and file sharing, allowing everyone to stay informed and focused. Ultimately, leveraging these tools can lead to a more successful and smoothly run conference.
Final Thoughts
From the moment you know what is your target, start working on it. But can’t guarantee your success unless you have a management team to guide the project towards the door of success.
Make a team of intellectuals who are dedicated to their work, and distribute responsibilities to each of them. Make sure, they are accountable for their work for quality assurance.
Last but not least, working in a team can let you avoid any potential issues during the event. Even if there is, the team members are always prepared to deal with it.
