How to Plan a Conference Agenda

A corporate conference brings people together to inform, train, recognize, sell, socialize and/or build community. But in order to get the desired results, your conference needs to be well-organized, which starts with a clear agenda to ensure all parties are working together for a shared goal.

In this post, we’ll define what exactly a conference agenda is, why it matters and how to plan a strong one.

What is a Conference Agenda?

A conference agenda is the blueprint of your entire event. It will direct attendees through a number of sessions, speakers and venues.

Specifically, it outlines:

• The scheduled events and activities.
• Venues for each activity.
• Timing for commencement and conclusion of sessions.
• Details of the keynote speaker or panel discussions.

With these details, attendees are clear on where to be and when, and can select sessions that align with their interests.

The agenda also plays a pivotal role for organizers. It details the event’s flow and highlights areas that may need adjustments, liking timing conflicts.

Why Does a Conference Agenda Matter?

Introducing a clear structure for your conference enhances the overall experience.

Benefits of planning a conference agenda include:

• Better time management: An agenda ensures sessions stick to their allotted times, preserving the event’s flow.
• Streamlined conference experience: Directing attendees efficiently and clearly outlining breaks ensures a smooth experience without confusion and aimless wandering.
• Boosting attendee enthusiasm: An early glimpse of the agenda can build buzz among attendees and persuade potential participants to register.
• Cost-effectiveness: A defined structure provides clarity on resource needs, which also allows for more optimized budgeting.

What To Include in a Conference Agenda

Header:

• Title of the Conference: Clearly state the name of the conference or event.
• Date & Time: Provide starting and ending dates and times.
• Location: List the venue address and any specific room or hall details.
• Contact Information: Include details for the primary point of contact or event organizer.

Welcome Note/Introduction:

• Opening Remarks: A brief message from the conference chair.
• Purpose of the Conference: Reiterate the event’s objectives or goals.

Session Details:

• Session Title/Topic: Label each session or workshop topic.
• Description: Provide a brief summary of the session’s content.
• Speakers/Panelists: List the names and titles of presenters or panelists.
• Start and End Times: Specify exact timings to encourage timeliness.
• Venue/Room Number: Especially if the conference has multiple tracks or simultaneous sessions.

Breaks & Social Events:

• Lunch, Tea, or Coffee Breaks: Specify timings and locations.
• Networking Events: Details about dinners or other receptions and mixers.
• Entertainment Shows: List all that are scheduled.

Interactive Elements:

• Q&A Sessions: Note timings and procedures for audience interaction.
• Workshops: Note any hands-on sessions or group activities.
• Polls or Surveys: Information on when and how they’ll be conducted.

Logistical Information:

• Registration Details: Location and operating hours.
• Wi-Fi Access: Instructions or credentials for connectivity.
• Emergency Exits & Safety Protocols: Ensure attendee safety.
• Facilities Information: Details about restrooms, prayer rooms, lactation rooms, etc.

Sponsors and Partners:

• Acknowledgments: List and thank sponsors, exhibitors or partners.

Closing Remarks:

• Summary of Events: Highlight key takeaways or announce future events.
• Feedback: Encourage attendees to provide feedback, through a form or app.

Attachments or Links:

• Conference Materials: Provide access to PDFs, presentation slides, or supplementary resources.
• Interactive Maps: For larger venues, a map can help attendees navigate.

Remember, the format and specifics can vary based on the nature of the conference, but the overall objective of a conference agenda is to offer clarity and structure.

7 Tips For Creating a Strong Conference Agenda

A well-structured conference agenda helps to create an event that will be well-received.

Here are 7 tips to create one that will not only guide attendees, but collect meaningful feedback for you to use in the future.

1. Conduct pre-event surveys: Understand attendee preferences by including survey questions in the conference registration or through email campaigns. Questions can address expected takeaways, session preferences, and networking goals.
2. Leverage an event app: These options offer easy access to sessions, creates conference networking opportunities and showcases speakers and sponsors.
3. Embed agenda in calendars: Offer attendees the option to integrate the conference agenda into their personal calendars.
4. Boost attendee engagement: Make your agenda interactive by allowing session ratings and feedback. This real-time feedback can enhance the attendee experience and provide crucial data for following years.
5. Spotlight sponsors in the agenda: Give your sponsors a reason to interact with the agenda by highlighting specific partnerships.
6. Leverage agenda analytics: Ensure your conference agenda tool provides post-event analytics to inform future decisions.
7. Brand your agenda: The agenda should coincide with your event’s brand. Utilize design tools to ensure consistency in fonts, colors, and aesthetics across all event marketing.

Don’t forget! We’re here to help.

If planning a conference agenda seems like a lot of responsibility, that’s because it is! But St. Bonavenue is here to help. Our dedicated event management team can keep you organized every step of the way. Plus, we offer on-site catering, A/V services, equipment rentals and lodging for a seamless event experience.

Talk to us about your event today! We will work hard to bring your unique taste, style and budget together for an event that leaves a lasting impression on your guests.