How NOT to Host Conferences

Conferences are a matter of great importance in the business world. Not only do they give people an opportunity to come together and discuss matters in depth, but they give respective businesses and employees an opportunity to network and improve their reputation within their industry.

While the success of a conference ultimately comes down to those who attend, there’s also a good deal of responsibility which lies with the conference organiser. From location to itineraries, there are a wide range of things which need to go right in order to ensure the success for all involved.

Attending conference
photo credit: Derek K. Miller

Here, we take a look at a few things you should not do when planning a conference.

Have an unclear and flexible schedule

Co-ordination is an extremely important element of any event which involves a lot of people, and conferences are no different. It’s essential that everybody knows where they’ve got to be and when. If changes have to be made at the last minute, the organiser must do all they can to ensure that word gets around effectively.

One small hiccup in the timetabling at a conference can quickly snowball, leading to missed connections and, ultimately, the failure of the entire event for many involved.

Don’t think twice about the venue

Some people make the mistake of thinking that the venue of a conference is unimportant, just so long as there’s enough space for everyone. This simply is not true. When it comes to conference venues, we have to consider the message we’re sending out.

The prestige of the venue says a lot about the calibre and image of a company. If the aim of a conference is to make connections and network, these are matters of extreme importance for everyone in the room. The venue should therefore be chosen very carefully. You can combine a professional conference with a fun day out with events like Silverstone.

Forget about accommodation

Whether the conference you’re hosting lasts for one day or an entire week, most people will be needing accommodation. While it might not be your responsibility to source and book a hotel room for everybody in attendance, it certainly is your responsibility to see that sufficient facilities exist in the local area.

Of course, this falls within the decision of venue to some extent. Beyond that, the host of a conference should also be looking to do a small amount of research on available accommodation and they should be advising attendees accordingly.


There are more to take care when hosting a conference, but the tips above are the initial must-dos. Be sure to follow the outlined tips before you take care of other details.

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