How to organise a conference or convention: a step-by-step guide

Organising a conference or convention means coordinating many pieces at once: speakers, attendees, venue, technical kit, meals, accommodation and communication. When everything fits, attendees only remember the content and the conversations; when something fails, a delayed session or a microphone that does not work becomes the talking point.

This guide walks through the steps to organise a conference, a convention or a professional industry day, with rough timings and what to ask the venue.

The essentials in 30 seconds

• Start early: 6 to 12 months for a conference; 3 to 6 for a company convention or an industry day.
• The programme rules: sessions of 45 to 60 minutes and a break every hour and a half.
• A venue that fits the format: plenary, areas for breaks and meals, and breakout rooms if there are parallel sessions.
• Do not improvise the technical side: test sound and presentations before the doors open.
• Leave time to talk: networking is one of the reasons people attend.

Conference, convention or industry day: what each one is

• Conference: a meeting of a sector or discipline, open to professionals, with talks, panels and often paid registration.
• Convention: a company meeting with its team, sales network or distributors to present results, goals or news.
• Industry day: a shorter format, half a day or a full day, focused on one topic.

The format decides the size, programme, budget and venue.

1. Goals, audience and budget

Define what you want to achieve, who it is for and how many people you expect. With that rough figure you can ask venues and suppliers for comparable quotes. Always keep a margin for the unexpected.

2. Date and timeline

• 6 to 12 months ahead: date, venue, budget and organising committee.
• 4 to 6 months: programme, speakers, website and registration.
• 1 to 3 months: catering, technical kit, accommodation, accreditation and communication.
• The final week: rehearsals, final lists and speaker kit.

Before fixing the date, check the city calendar: in Valencia, Fallas in March or major trade fairs can push hotel prices up.

3. The venue

What to ask a conference venue for:

• A plenary room with theatre-style capacity for all attendees.
• Breakout rooms if there will be parallel sessions or workshops.
• An area for breaks and meals near the plenary, so no time is lost moving around.
• Space for accreditation and, if there are sponsors, for stands.
• Accessibility and good public transport links, with hotels nearby.

To compare venues with clear criteria, here is our checklist for choosing a venue.

4. The programme

An example of a one-day programme:

• 08:30 · Accreditation and welcome coffee.
• 09:30 · Opening and keynote.
• 10:30 · First block of talks.
• 11:30 · Coffee break, 30 minutes.
• 12:00 · Panel discussion.
• 13:30 · Lunch, 60 to 90 minutes.
• 15:00 · Workshops or parallel sessions.
• 16:30 · Short break and closing session.
• 18:00 · Networking cocktail or dinner.

The early afternoon is when attention dips most: save the most interactive formats for it.

5. Speakers

Confirm them early, send them a guide with timings, presentation format and technical details, and ask for their slides a few days before. Always keep a copy of each presentation on the room computer.

6. Registration and accreditation

A registration website or form, automatic confirmations and reminders. On the day, accreditation with a list or QR code and several entry points to avoid queues.

7. Technical and audiovisual equipment

• Sound and microphones for speakers and audience questions.
• Screens visible from the whole plenary and a control computer.
• Stage lighting so speakers are well lit and can be filmed.
• Streaming and recording if there are remote attendees or the talks will be published.
• Simultaneous interpretation if there are speakers or attendees in other languages.
• Stable wifi for attendees and press.

8. Networking, breaks and meals

Breaks matter as much as the talks. Good coffee, a standing lunch that lets people move around and a closing cocktail or dinner are when contacts are made.

9. Accommodation and transport

If attendees come from elsewhere, negotiate a block of rooms in nearby hotels and share how to arrive by train, plane and public transport. Valencia is under two hours from Madrid by high-speed train and its airport is a few kilometres from the centre.

10. After the conference

Send a satisfaction survey, share the presentations or recordings, issue attendance certificates if needed and analyse the results for the next edition.

Final checklist

1. Goals, audience and budget defined.
2. Date checked against the city calendar.
3. Venue with plenary, break and meal areas and accreditation.
4. A programme with pace and breaks.
5. Speakers confirmed and briefed on technical details.
6. Smooth registration and accreditation.
7. Technical kit tested before the doors open.
8. Breaks, meals and networking planned.
9. Accommodation and transport sorted.
10. Survey and follow-up.

Conferences and conventions at Palau Alameda

Palau Alameda, on Paseo de la Alameda, brings together in one 2,700 m² building the spaces an event day needs:

• La Gran Sala: a plenary room with a stage and audiovisual equipment, for up to 800 people.
• Àtic: a panoramic restaurant with a terrace for breaks, meals and networking cocktails, for up to 550 people.
• Azza: a club for the closing dinner or party, for up to 500 people.

The team handles catering, technical kit (screens, microphones, cameras and streaming), staff and accreditation, with a single contact. Events held here include the 2nd Women Entrepreneurs Meeting organised by Valencia City Council, with over 200 attendees in La Gran Sala, and the season opening of the Valencia CF Business Club. More information on our private events page.

Frequently asked questions

How do you organise a conference?

Define goals, audience and budget, choose a date and venue, prepare the programme and speakers, open registration, sort out technical kit, breaks, meals and accommodation, and follow up afterwards.

How far ahead should you organise a conference?

6 to 12 months for a conference with external speakers and attendees from elsewhere. A company convention or an industry day can be organised in 3 to 6 months.

What is the difference between a conference and a convention?

A conference brings together professionals from a sector or discipline, often with open registration. A convention is a company meeting with its team, sales network or distributors.

How long should talks and breaks last?

Talks usually last 45 to 60 minutes, with a break every hour and a half, coffee breaks of about 30 minutes and a lunch of 60 to 90 minutes.

What does a conference venue need?

A theatre-style plenary for all attendees, breakout rooms if there are parallel sessions, an area for breaks and meals, space for accreditation, audiovisual equipment, wifi and good accessibility.

What technical equipment does a conference need?

Sound and microphones, screens visible from the whole room, stage lighting, wifi and, depending on the event, streaming, recording and simultaneous interpretation.