Looking for help with how to plan a conference?

Running out of time and just want some help with one element of your conference?

Stressed out and dreaming of all the things that could go wrong with your conference?

Conferences may seem easy but in reality they can be a real pain if you aren’t event trained. It takes just one element to ruin an entire conference and leave your delegates wondering if you actually know what you are doing. A successful conference involves coordinating many elements to ensure they meet the needs of organisers, delegates and other stakeholders. 

How can we help?

The first step when considering how to plan a conference is to decide on the outcomes/goals for the event. This will allow you to accurately assess the event at the conclusion. It will also help you understand where you should be focusing the majority of your budget. We have written a Blog on 3 Tips to inspire and motivate your event attendees – check it out for some tips. We have also come across this great article from Eventbrite on “Examples of SMART goals for Event Planners” which may be helpful.

When you are clear on your event objectives, you need to then move on to the mechanics of the event. Where, when, how and who. Below are some key elements that Events Outsourced can assist with for your next conference.

Conference Venue Sourcing
Venue Selection & Management

It is not just about finding a venue that will hold the desired number of people for your conference. You also need to consider elements such as natural light, ease of access, vicinity of breakout spaces -the list is endless. Once you have selected the venue there is the added stress of ensuring you can make it fit with your budget and requirements. Allow us to take away that stress and ensure you find the perfect fit.

Speaker Coordination & Management

Often considered to be the pillars of your conference, speakers do a stellar job onstage. However there can be a lot of organisation required in the lead up to the event. Especially when you are looking at taking them “on the road”. Some speakers will have specific travel and other requirements. If you have a large number of speakers it can equate to a lot of time being spent coordinating them all. Events Outsourced will take care of this for you, ensuring you have the time and energy to spend on other things.

Suppliers Audio Visual

Supplier Selection, Negotiation & Management

When we speak about suppliers for conferences, most often we will be talking about the AV suppliers. However there can be many other suppliers involved (team building etc.). The technical requirements of audio visual can be a minefield of large expenses. Especially if you are not familiar with the equipment and what each item is used for. Save yourself the confusion and excess expenses by allowing Events Outsourced to source and negotiate the suppliers for your event.


Registration for your conference is a key element of your event. Not only does it allow you to monitor expected attendance at your event, it is also the first engagement your attendee has with your event. Make sure you get it right! There are many elements to consider when planning the registration methods for your conference. If any elements are missed it can result in a bad attendee experience at the event. Allow us to help you select the right registration system and save time by monitoring RSVP’s and generating reports.


Conferences are a fantastic way to educate and motivate a large number of people in a relatively short period of time. However not many people know how to plan a successful conference. 

Contact us now to discuss how Events Outsourced can help make your next conference stress-free!

I have spoken at events all over the world and many in Australia and New Zealand that Events Outsourced has orchestrated. Celia and her team are easy to work with and quietly make things happen. They are creative, respectful and a joy to work with. I highly recommend this team!

Nikki Keohohou

Chief Executive Officer and Co-Founder, Direct Selling World Alliance