A conference, meeting, symposium; each meeting has its own form and characteristics. And often they all have to do with knowledge sharing. But... what exactly is a conference? Why do you organise a conference and what elements make them successful? We tell you everything you need to know.
What is a conference?
A conference is a gathering of people from the same sector, industry, field or with a shared interest. The purpose of a conference is to exchange ideas and make contacts. It is a place where people come together to gather more knowledge. To become smarter, in other words. The Van Dale defines a conference as a gathering of diplomats, politicians and businessmen. Also called: a deliberation. A conference usually has a topical theme. Think sustainability, climate, healthcare, education or innovation.
A conference can be small or large: from dozens of participants to as many as hundreds. What matters is that it is about deepening, connecting and renewing.
The benefits of a conference
A conference has several pluses. If you ask us, there are four very clear advantages, namely:
- New knowledge meeting
It is one of the bigger reasons people go to a conference: here they get more in-depth information on a specific topic. Speakers from inside (or just outside) the field come to talk about the topic. One thing is certain: participants go home fed with information.
- Making contacts
Some fields and industries are small, while others are immense. Either way, you can never connect with everyone. It is nice for participants to know that they can talk to like-minded people without having to make an appointment to do so. Making contacts and networking is therefore a big advantage of a conference.
- Inspire each other
Where people come together, great things happen. We often shout it, because it really does! It is magical to see how collaborations come about, or new projects are started that are 'born' at a conference.
- Strengthen reputation
If you are a company active in a particular industry, you have a reputation to uphold. By organising a conference, you show that you are an expert on that topic. It strengthens your reputation improves your visibility in the industry.
How do you organise a conference?
Organising a conference is not something you do 'on the side'. It is a serious event that requires time and energy. If you do this well, you can achieve great results. We will help you on your way: keep these five tips in mind:
- Location matters.
Choose an event venue suitable for the type of conference. Look carefully at the topic and target audience and then select the space. Where will the participants come from and what should the venue contain as a minimum? For example: if you are organising a conference on sustainability, don't choose an energy-guzzling and polluting venue. Or one that cannot be reached by public transport.
- Choose a clear goal and theme
What is your goal with the conference? Do you want to create more support? Connect people? Share knowledge? Determine in advance the purpose of the conference and then choose a theme. A theme will in turn help you create programming.
- Select the right speakers
Sometimes that one speaker is the absolute expert on the subject, but another can actually open your eyes. Look carefully at what a speaker can add. It is precisely by doing something contrarian that you get great results. But: also look carefully for well-known names, because that can be the very reason that people want to come to your conference.
- Communicate about your conference
You've been organising your conference for weeks (or months) and you know all the details. But does your target audience know them too? Talk about what you are doing, who you are inviting, what can people expect? Give a hint or ask for input from your target audience. By actively involving them in your organisational process, you build more trust.
- Get it right
And then the day itself: how do you make sure everything runs smoothly? By making a script. Here you set out from A to Z what is expected of who and when. You can also share the plan with the venue, so the experts there know what is planned. Extra tip: include phone numbers of important people. That way you can always fall back on your scenario - even if you don't have your mobile at hand.
How long should a conference be?
A question we regularly get is about the length of a conference. It depends on the purpose, the target audience and, of course, the programme. So there is no standard answer. Fortunately, there are guidelines. Consider:
Half a day: ideal for a deep dive, or if you want to highlight one topic
One day: perfect for several keynotes, break-out sessions and a networking opportunity
Multi-day: very suitable for larger (international) conferences, with a varied programme, various speakers and networking opportunities
Want to know more about organising an event? We're here for you. For tips, help and, of course, a great space. And what's more: at Jaarbeurs we have more than 100 years of experience in hosting and organising various conferences. We help you with all aspects so that you organise a successful conference.
