How to Organize a Conference – 6 Steps

One of the most trending things in the educational world is organizing conferences. The conferences are arranged in a way that scholars from all over the world will gather at a place and share their knowledge.

Conferences are not only about sharing the knowledge, but they are equipped with new ideas and novel experiments which are successful in that field of study.

Usually, conferences are focused topic or an aspect of the study such as maternal health, gender violence or others. In other cases, the conferences have broad spectrum such as public health, social sciences, engineering, etc.

Organizing a conference is a tough task as the expectation is high and people from around the globe are participating.

Dubai has become the hub for conferences because of the venue as well as the resources available. If you Google the conferences in your subject at least one-third of them will have venue somewhere in Dubai. Keeping this in mind the event companies in Dubai have also up their game to organize a conference for you in Dubai.

how to organize a conference

Steps On How To Organize A Conference

Several elements need to be considered before the actual day of the conference. Here we have listed important steps to organize a conference.

Know The Goal And Objectives Of The Event

Know what are you focusing on? Why do you want to organize this and how beneficial it will be for you and the participants.

Everything else is based on your goals be it guests, venue or even the sessions.

Be Knowledgeable About The Location

Know where you want to organize the event? Know your participants, probable investors, donor organizations and other aspects.

Plan, Plan, and Plan!!

Hire A Team

You need people to work with you to organize a conference perfectly, so why not hire the most competent team.

There can be different teams:

  1. Communication team/ publicity team
  2. Security team
  3. Logistic squad
  4. Food-handling squad
  5. Invitation team
  6. Registration team
  7. Finance team
  8. Technical squad
  9. Venue-handling team
  10. Transportation team
  11. The team responsible for organizing sessions

Each team needs to communicate with the management team. If you are unable to have any of the team, then contact Event management companies in Dubai because they will assist you to organize your team.

Technical Aspects

In this era, if you are organizing a conference, it has to be digitalized in one way or the other.

Having a sound technical system is a must! There is no compromise with the technical aspect. Double check everything you have planned.

For example, if you have advertised that there will be online session or streaming of some parts of the conference, then you have ensured that it will happen.

Commitment is fundamental! Be realistic about what you are going to commit. Do not publicize anything which you might not be able to fulfill later on.

Entertainment Aspect

Conferences can be tedious, and people can lose their interest at any time. To keep their interests make it attractive with some entertainment program.

You might want to organize some Dubai local entertainment program such as belly dancing, Arabic dancing or some brand events.

If you want to make it, you might want to take your guest for the famous desert safari, but that depends on a budget of the conference. If your budget allows it is not a bad idea to consider.

To organize such kind of events or programs Event companies or even managers in Dubai can be useful.

Timing And Date Of The Conference

Let your participant know the potential date and time for the conference months before so they can plan their activities according.

While finalizing the date to keep in mind:

  • The weather of the city or location
  • Holidays or auspicious days in Dubai
  • Working timings of people

The best time to organize a conference in Dubai is in the last months or at the start of the year which is October to April. Summers in Dubai can be disturbing but the weather in the suggested months is bearable.

Try not to plan a conference during the month of Ramadan which is 9th month in the Islamic Calendar.

Avoid changing the date. It will be a hassle for the organizers, and the participants to select the date and time thoughtfully.