Conference Schedule Making Tips

Tips for plotting your tradeshow's booth layout

Creating a conference schedule can be a daunting task, but it's an important part of conference planning. You need to schedule all your speakers, breakouts, and panels in a way that maximizes attendee engagement and provides a seamless experience. In this article, we'll share some tips on how to make a conference schedule that works for everyone.

Start Early

The first tip for creating a successful conference schedule is to start early. Scheduling takes time, and you want to ensure that you have enough time to consider all the options and make the best decisions. Start planning your conference schedule at least six months in advance to ensure that you have ample time to coordinate with your speakers, vendors, and attendees.

Define Your Goals

Before you start scheduling, it's essential to define your goals. What are you trying to achieve with your conference? Do you want to provide attendees with educational opportunities, networking opportunities, or both? By defining your goals, you can ensure that your schedule aligns with your objectives.

Consider Attendee Needs

The next tip is to consider attendee needs. You want to schedule your conference in a way that is convenient for attendees. This means taking into account travel time, meal breaks, and other logistical considerations. Additionally, consider the interests of your attendees and create a schedule that provides a variety of topics and sessions that cater to their interests.

Create a Variety of Session Formats

Creating a variety of session formats is crucial for keeping attendees engaged and interested. Consider offering traditional keynote presentations, panels, interactive workshops, and breakout sessions. This variety ensures that attendees have a diverse range of options and can tailor their experience to their interests and needs.

Manage Speaker and Session Overlap

Managing speaker and session overlap is another critical consideration when creating a conference schedule. You want to avoid scheduling two popular sessions or speakers at the same time, forcing attendees to choose between them. Consider creating multiple tracks or staggering sessions to avoid overlap and provide attendees with more options.

Don't Forget Meals

If your event isn't providing meals for your attendees, you must realize attendees need time to eat. Consider scheduling lighter subjects around noon so that folk have time to go get lunch. Anything that you schedule in the middle of lunch or breakfast might be poorly attended, unless you advertise other times that you recommend people go eat.

Review the Schedule With Others

Before finalizing your conference schedule, test it. Run through the schedule with your team, speakers, and other stakeholders to ensure that it works for everyone and that there are no conflicts or issues. Make sure that the schedule is easy to read and understand, and that all necessary information is included.

In conclusion, creating a conference schedule takes time and effort, but with the right strategies, you can create a schedule that maximizes attendee engagement and satisfaction. By starting early, defining your goals, considering attendee needs, creating a variety of session formats, managing speaker and session overlap, and testing the schedule, you can ensure that your conference schedule is effective and successful. At Tixily, we understand the importance of a well-planned conference, and we're here to help. Contact us today to learn more about our event registration services and how we can help you plan and manage your next conference.