How to Organise a Conference for 50-100 People - An Organiser's Checklist

A conference for 50-100 people is usually organised by one person or a small team alongside their daily work. The most stress comes from things nobody thought about until the last day. Below is a checklist split into stages.

2-3 months before: goal, date, budget

• goal and audience - who the conference is for and what they should take away,
• date - check it does not clash with industry events, school holidays or long weekends,
• budget - venue, technology, food, speakers, materials, possibly a recording,
• venue - with capacity in the layout you plan.

Choosing a conference room

For a conference what counts is capacity theatre style or classroom style, not at banquet tables. Check:

• whether the screen or projection wall is visible from the back rows,
• the sound system and number of microphones, including a wireless one for audience questions,
• WiFi that can cope with 100 phones at once,
• air conditioning, because a full room heats up quickly,
• space for breaks outside the main room,
• access and parking.

4-6 weeks before: agenda and registration

• agenda - talks of 20-40 minutes, a break every 90 minutes, the key session before noon,
• speakers - confirm topic, time and presentation format,
• registration - a form asking about diets and invoice details,
• communication - invitation, a reminder a week before and a day before.

A week before: technology and food

• collect presentations in one place and test them on the computer that will be in the room,
• confirm the headcount and diets with the caterer,
• prepare name badges, an attendance list and directions,
• agree with the venue when you can come in to set up.

Conference day

• an hour before the start - test microphones, projector and each presentation,
• registration - a desk by the entrance and one person just for that,
• timekeeping - a moderator with a watch, not the speaker,
• breaks - coffee ready before the talk ends, not after.

Turnout, or how many guests will really come

At a free conference usually 60-80% of registered people turn up, at a paid one clearly more. Order catering based on expected turnout, not the full registration list, and keep a small margin. A reminder sent the day before with the address, start time and parking information can raise turnout more than another invitation.

After the conference

Send thanks, the presentations and a short survey within two days, while participants still remember the event.

A conference at BRDA 144

At BRDA 144 on ul. Krzysztofa Gotowskiego 6 in Bydgoszcz the 144 sqm hall holds up to 100 people theatre style. The hire includes chairs, tables, a sound system, air conditioning and WiFi, and there is parking next to the building. Breaks can take place on the 100 sqm terrace, and we prepare coffee breaks and lunch through our own catering, at an extra cost.

Questions about organising a conference

How far ahead should you start organising a conference?

For 50-100 people, ideally 2-3 months ahead. The venue and speakers are what you should book first.

How many breaks for a full-day conference?

Usually two coffee breaks and a lunch break. Without a break roughly every 90 minutes, attention clearly drops.

Which room layout should you choose for a conference?

Theatre style fits the most people. Classroom style with tables is better when participants need to take notes or work on laptops.