A Comprehensive Guide to Conference Management

Chapter 1: What is a Conference?

A conference is a formal gathering of individuals with shared interests, expertise, or goals. Typically, the purpose of organizing a conference is to promote the exchange of knowledge, ideas, and experiences on a specific topic or field of interest. 

Conferences include presentations, discussions, workshops, networking opportunities, and sometimes exhibitions. All activities are planned to foster collaboration, facilitate learning, and drive progress within their respective subject matters. Whether the goal is revenue growth, lead generation, sales expansion, or employee training, conferences offer invaluable opportunities to reach and influence the right audience. 

Conference Formats

While 10 years back, conferences were only held in person, event organizers today enjoy the flexibility of choosing a conference format of their choice. With the use of the right technology and vendors, you can organize conferences in three distinct formats: in-person, virtual, and hybrid. 

In-person Conferences

In-person events require physical attendance at a specific venue, where attendees, speakers, and organizers come together in person to participate in various activities, such as presentations, workshops, and networking.

Attendees at an In-person Conference
In-person Conference

Virtual Conferences

Virtual conferences are entirely online, with attendees and speakers participating remotely from their respective locations. These events utilize virtual event platforms to host presentations, discussions, and interactive sessions, providing a virtual experience for all participants.

Virtual Conference Environment
Virtual Conference

Hybrid Conferences

Hybrid conferences blend both in-person and virtual elements. They take place at a physical venue, allowing some attendees and speakers to be present on-site, while others join remotely through virtual platforms. This format accommodates diverse participation preferences and extends the reach of the event beyond geographical boundaries.

How a Hybrid Conference looks like
Hybrid Conference

Types of Conferences

In recent times, conferences have become more diverse to cater to various preferences and needs. Organizers now have the flexibility to pick from different conference types, each offering a distinct experience. Let’s delve deeper into various types of conferences.

1. Workshop 

A workshop is an interactive and hands-on session that focuses on skill-building, problem-solving, or practical learning. Participants engage in activities, exercises, or discussions led by experts to gain practical knowledge or expertise in a specific area.

2. Seminar

A seminar is a structured educational event where experts or speakers present in-depth information, research, or insights on a particular subject. Seminars are often followed by discussions or Q&A sessions to encourage audience engagement and the exchange of ideas.

3. Round-table

A round-table discussion is an informal and participatory conference where a small group of participants gather to discuss a specific topic. It promotes open dialogue, encourages diverse viewpoints, and often involves brainstorming or problem-solving.

4. Symposium

A symposium is a formal gathering that features multiple speakers or presentations on related research or academic topics. Conference organizers often structure symposia around a central theme with the intention of promoting a comprehensive exploration and discussion of that subject.

5. Summit

A summit is a high-level conference, often featuring influential leaders, policymakers, and experts, that addresses critical issues, challenges, or opportunities within a specific industry, field, or global context. Summits are designed to facilitate strategic discussions, decision-making, and collaborations to address pressing matters.

Conferences can also be differentiated based on their requirements such as: 

6. Corporate Conferences

These are organized by businesses for their employees, clients, or partners. They may include annual meetings, product launches, training sessions, or sales conferences.

7. Academic Conferences

These conferences are organized by educational institutions, research organizations, or professional associations. They focus on presenting and discussing academic research and scholarly work in various fields.

8. Medical and Healthcare Conferences

These conferences are dedicated to discussions and presentations on medical research, healthcare practices, and innovations. They often target healthcare professionals and researchers.

9. Technology and IT Conferences

Technology conferences cover emerging trends, innovations, and developments in the tech industry. They may focus on areas like artificial intelligence, cybersecurity, software development, or hardware advancements.

10. Nonprofit Conferences

Nonprofit organizations or NGOs organize conferences to address social, environmental, or humanitarian issues. These conferences aim to raise awareness, share best practices, and foster collaboration.

11. Government Conferences

Government agencies host conferences to discuss policy matters, share information, and engage with stakeholders. These events can range from local government meetings to international summits.

12. Destination Conferences

Some conferences are designed to take advantage of unique locations, such as conferences held at resorts, cruise ships, or tourist destinations. These events often blend work with leisure activities.

13. Startup and Entrepreneurial Conferences

These conferences target startup founders, entrepreneurs, and investors. They provide a platform for networking, pitching ideas, and gaining insights into the startup ecosystem.

14. Cultural and Arts Conferences

Cultural and arts conferences focus on topics related to literature, music, visual arts, and cultural heritage. They may include performances, exhibitions, and discussions on artistic trends.

15. Environmental and Sustainability Conferences

These conferences address environmental issues, sustainability practices, and climate change. They aim to promote eco-friendly solutions and awareness.

16. Sports Conferences

Sports-related conferences cover various aspects of the sports industry, including athlete management, sports medicine, sports marketing, and event management.

Chapter 2: What is Conference Management?

Think of a conference as a dynamic theater production, complete with various actors, scenes, and props. Conference managers play the role of the director, orchestrating rehearsals, coordinating backstage activities, and ensuring the show goes on without a hitch.

Conference management involves the comprehensive coordination and supervision of an event’s execution. This includes monitoring team members’ progress in their assigned responsibilities and effectively addressing any on-site situations or challenges. Conference management can be done internally within an organization or outsourced to a third party. 

Types of Conference Management

Conference management includes various approaches, each tailored to meet the unique needs and resources of an organization or event. Here are some common types of conference management:

1. In-house Management

In-house management involves an organization’s internal team taking full responsibility for planning, organizing, and executing a conference. This approach offers complete control over the event’s direction and execution but can be resource-intensive, requiring dedicated staff and expertise within the organization.

2. Joint Management

Joint management involves collaboration between an organization and an external event management entity, often a professional conference organizer (PCO) or an event management company. In this model, conference management services and responsibilities are shared, with the external partner typically handling specific aspects like logistics, registration, or marketing. Joint management leverages external expertise while allowing the organization to maintain some control.

3. Third-party Organizers

Some event hosts choose conference event management platforms or event planning software to assume full responsibility for conference management. Organizations entrust these experts with planning, executing, and overseeing all aspects of the event. This approach provides convenience and professional expertise, making it suitable for conferences where the host organization prefers to focus on content and leave the logistics to specialists.

4. Volunteer-driven Management

For community-based or nonprofit conferences, volunteer-driven management is a cost-effective approach. Volunteers handle various tasks, from planning to on-site coordination, with minimal or no professional event management involvement. While this approach can be budget-friendly, it may require significant time and effort from volunteers.

5. Sponsorship-driven Management

In some cases, conferences are primarily funded and managed by sponsors or exhibitors. These organizations play a central role in shaping the event’s content, direction, and management. While the conference host may retain some control, sponsors often have a substantial influence on various aspects of the event, including the choice of speakers and themes.

Chapter 3: Conference Management Process

The conference management process is like the roadmap for putting together a successful conference. It’s a step-by-step plan that covers everything from the beginning to the end of the event. Each step listed below is carefully thought out and essential for making sure the conference goes off without a hitch.

1. Define Objectives and Goals

At the core of every successful conference lies a clear sense of purpose. Begin by defining your objectives and goals. Ask yourself: what do you aim to achieve with your conference? These objectives will serve as your guiding stars throughout the planning journey. By establishing these aims, you not only set the course for your event but also ensure that every decision aligns with your vision, thus safeguarding your conference’s trajectory.

2. Plan Your Budget 

Mapping out a realistic budget is essential for a conference’s success. It’s not just about financial planning; it’s about strategic resource allocation. Make sure you distribute your funds carefully across all facets of your event, encompassing critical areas such as venue selection, securing speakers, marketing efforts, and logistics coordination. The ideal way to do this is by creating an event budgeting sheet. 

Meticulously planning the budgeting for events does more than just keep your finances in check; it also unlocks potential revenue streams through avenues like sponsorships and ticket sales. By carefully managing your finances, you not only secure your event’s financial stability but also strengthen the overall foundation of your event.

Event Budgeting List
Conference Budgeting

3. Create a Conference Planning Committee

Conference organizers thrive on collaboration. Build a team of talented and enthusiastic individuals who will stand beside you. This committee will distribute responsibilities, combine their expertise, and offer invaluable insights, leaving no stone unturned in the pursuit of excellence. Embrace this collaborative approach to ensure that every detail is meticulously handled and nothing is left to chance.

4. Choose a Date and Venue

When it comes to selecting the ideal date and venue for your conference, it’s like carefully choosing the perfect stage for a performance. This decision plays a pivotal role in the overall success of your event. Here are a few things to keep in mind while deciding conference date and venue:


Take into account the time of year when your conference will take place. Different seasons have distinct advantages and drawbacks. For instance, a summer conference in North America offers pleasant weather, but many professionals choose to take time off during summer. On the other hand, a winter event might attract a different crowd but there’s a risk of weather-related disruptions. Carefully evaluate which season aligns best with your conference’s goals and target audience. Check out this resource if you are looking to plan outdoor events


Accessibility is paramount for both local and out-of-town attendees. When choosing a venue, ensure that it is easily reachable by various modes of transportation, such as air travel, train, or car. Proximity to airports and major highways can significantly impact attendance. Additionally, consider the availability of nearby hotels and accommodation options, making it convenient for attendees to stay close to the venue.

Venue Capacity

Assess the venue’s capacity in relation to your expected number of attendees. It’s essential to strike a balance between accommodating your audience comfortably and avoiding overcapacity. A venue that is too small can lead to overcrowding, discomfort, and a poor attendee experience. Conversely, an excessively large venue can create an atmosphere of emptiness and detachment. Match the venue’s size to your projected attendance to maintain an ideal atmosphere.

Amenities and Facilities

Evaluate the amenities and facilities that the venue offers. Consider factors such as meeting rooms, AV equipment, breakout spaces, and dining options. These aspects can greatly influence the overall experience and convenience for both attendees and organizers. Choose a venue that aligns with your conference’s technical and logistical requirements.

Ambiance and Atmosphere

Beyond practical considerations, the ambiance and atmosphere of the venue play a crucial role in setting the tone for your conference. A venue with a conducive and inspiring atmosphere can enhance the overall attendee experience and contribute to the success of your event. Consider the aesthetics, layout, and overall vibe of the location in your decision-making process.

Therefore, selecting the right date and venue is not just about logistical convenience; it’s about creating an environment that complements your conference’s objectives and enhances the overall experience for your attendees. 

5. Decide on a Virtual Conference Management Platform

Whether you are considering a hybrid event that combines in-person and virtual components or an entirely virtual gathering, the choice of the platform to host your event is crucial. Opting for the correct platform is not just a matter of convenience but a crucial element in the success of your virtual conference.

When navigating the myriad of options available, focus on certain key criteria. Firstly, prioritize platforms that boast user-friendly interfaces, ensuring that both organizers and attendees can easily navigate and utilize the platform’s features without unnecessary complications

Secondly, seek feature-rich platforms that offer a comprehensive suite of tools and capabilities. These features should encompass not only the basics, such as live streaming and video conferencing, but also advanced functionalities like interactive breakout sessions, virtual networking lounges, and audience engagement tools. The ability to create immersive and interactive experiences is essential in holding the attention and engagement of your virtual attendees.

6. Develop a Conference Agenda

Craft a conference agenda that is both engaging and tailored to resonate with your specific audience. Achieve balance by incorporating a mix of sessions, workshops, and keynote speakers, ensuring a diverse and enriching experience for attendees. A meticulously curated program not only keeps participants excited but also maintains their active engagement throughout the entire event. This thoughtful arrangement of content contributes to a memorable and valuable conference experience.

7. Secure Speakers and Presenters

Speakers are the lifeblood of any successful conference, shaping the event’s content and influencing attendee engagement. Here’s how to ensure you have a stellar lineup:

Identify Your Ideal Speakers

Start by identifying experts, thought leaders, and industry influencers who align seamlessly with your conference’s objectives and themes. These individuals should possess the knowledge and charisma to captivate your audience and add value to your event.

Outreach and Invitation

Once you’ve identified potential speakers, reach out to them with personalized invitations that highlight the unique value they can bring to your conference. Clearly articulate the conference’s goals and why their expertise is a perfect fit. Make it easy for them to see the benefits of participating.

Early Securement

Aim to secure your speakers well in advance of your conference date. Early confirmation not only ensures their availability but also allows you to promote their involvement as a reason for attendees to register.

Clear Agreements

Establish clear agreements that outline expectations, including the scope of their presentations, any compensation or travel arrangements, and deadlines for content submissions. Transparency and effective communication are key to a successful partnership.

Promote Speaker Involvement

Leverage your speakers’ participation as a promotional tool. Highlight their credentials and contributions in your marketing materials, on your conference website, and in social media campaigns. Their presence can serve as a powerful draw for prospective attendees.

Speaker Support

Provide speakers with the necessary support and resources to ensure they deliver engaging and impactful presentations. This may include access to presentation coaching, technical support for virtual presentations, and assistance with travel and accommodations for in-person events.

Continuous Communication

Maintain open and regular communication with your speakers throughout the planning process. Keep them informed about conference updates, session formats, and any changes to the agenda. A collaborative partnership ensures a seamless conference experience for both speakers and attendees.

The content you dispense at your conference can depend greatly on the speakers you choose. You can read our quick guide for speaker selection for more tips on how to pick the right people for the job.

8. Promote and Market the Event

Marketing your event is a pivotal step in ensuring its success. It’s not just about spreading the word; it’s about creating a narrative that resonates with your target audience. Leveraging a multi-channel marketing approach is essential, as it allows you to reach potential attendees through various touchpoints.

Social Media

Start by harnessing the power of social media platforms to create a buzz around your event. Create engaging posts and content that not only inform but also excite your audience. Encourage participants to share their anticipation and expectations, fostering a sense of community even before the event begins.

Email Campaigns

Email campaigns are another effective tool that allows you to tailor your messages to different segments of your audience, highlighting the unique value proposition of your conference. Personalization and clear calls to action can significantly boost registration rates.

Event Email Campaign
Event Email Campaign


Partnerships can be game-changers in expanding your event’s reach. Collaborate with organizations, influencers, or industry leaders who align with your event’s objectives. Their endorsement and support can lend credibility and widen your event’s visibility.

Ultimately, your marketing efforts should showcase the value of participation, making attendees feel that they simply can’t afford to miss your conference. Generate excitement, anticipation, and a sense of belonging, and you’ll be well on your way to a successful event.

9. Manage Registration and Ticketing

Effective management of conference registration and ticketing is vital for ensuring a smooth attendee experience. To achieve this, organizers should implement a user-friendly system that streamlines the sign-up process, minimizing friction for attendees. This entails using an intuitive online platform where participants can easily access registration forms, select their desired packages, and submit their information. 

Keep user convenience in mind, incorporating features like auto-fill options, real-time validation, and clear step-by-step instructions to ensure a hassle-free registration process. Additionally, providing transparent and detailed information about pricing, packages, and associated benefits is crucial for encouraging early registration. 

Attendees are more likely to commit when they have a clear understanding of what they will receive in return for their investment. Organizers should clearly outline the cost structure, any available discounts or early bird offers, and the advantages that come with each registration package. 

Attendee Registration Form
Attendee Registration Form

10. Coordinate Logistics and Operations

Detail-oriented planning is essential to the smooth execution of your conference. Pay attention to logistics as a well-organized event ensures that attendees have an enjoyable experience.


Provide attendees with clear transportation information, including details on shuttle services, parking, and public transport options. For destination conferences, plan travel arrangements and airport transfers if needed.


Carefully plan menus, consider dietary restrictions, and ensure food safety. Smooth meal scheduling enhances the attendee experience.

AV Equipment

Verify the functionality of AV equipment well in advance, including microphones, projectors, screens, and sound systems. Have technical support on standby to address any issues.


Use clear and strategically placed signage both inside and outside the venue to guide attendees to various areas, sessions, and facilities. This minimizes confusion and helps attendees navigate effortlessly.

Layout and Flow

Design the event space layout with attendee flow in mind. Ensure logical placement of session rooms, exhibitor spaces, registration desks, and networking areas for an efficient experience.

Emergency Plans

Establish emergency plans, communicate evacuation routes and assembly points, and ensure readiness to address medical emergencies or unforeseen situations.

Timing and Scheduling

Create a well-structured schedule that allows for smooth transitions between sessions, breaks, and activities. Ensure speakers adhere to allotted time slots.

Staff Coordination

Clearly communicate roles and responsibilities to your event staff and volunteers. Keep them informed about changes or developments to maintain a cohesive team effort.

11. Oversee Sponsorship and Exhibitors

When it comes to overseeing sponsorship and exhibitors for your conference, early engagement is the key to success. Begin this process during the planning phase by reaching out to potential sponsors and exhibitors who may have an interest in aligning with your event. To entice their participation, it’s crucial to craft attractive sponsorship packages that closely align with their unique marketing objectives and strategies. These packages should clearly outline the benefits and opportunities they’ll gain by partnering with your conference.

For exhibitors, offer a platform that allows them to effectively showcase their products or services to your event’s targeted audience. Providing exhibitors with prominent spaces, access to engaged attendees, and opportunities for interaction can be highly appealing. By fostering a collaborative and mutually beneficial relationship with sponsors and exhibitors from the outset, you enhance their commitment and participation, contributing to the overall success of your conference.

Exhibit booth with sponsor logos
Sponsored Exhibit Booth

12. Manage On-Site Operations

On the day of your event, the spotlight turns to the critical domain of on-site operations. This pivotal phase demands seamless execution, beginning with a streamlined check-in process that minimizes wait times and maximizes attendee convenience. It entails careful session management, guaranteeing that presentations and activities run smoothly and on schedule. 

Additionally, dedicated attendee support services should be readily available to address inquiries, resolve issues, and provide assistance. All of this contributes to a well-coordinated on-site experience that not only meets but exceeds attendee expectations, leaving a lasting and positive impression.

Hassle-free on-site badge printing
Hassle-free onsite badge printing

13. Facilitate Networking and Engagement

One of the cornerstones of a successful conference is the facilitation of networking and engagement among attendees. This critical element not only enhances the overall experience but also creates lasting connections that extend well beyond the confines of the conference itself. 

Incorporate interactive sessions into your conference program. These can include Q&A sessions, panel discussions, workshops, and roundtable conversations. Encourage speakers to engage directly with the audience, allowing for real-time interaction, questions, and discussions. Interactive elements like live polls and trivia can also make sessions more engaging and participatory.

Utilize dedicated virtual event platforms that offer features like one-on-one video chats, attendee matchmaking, and spatial networking. These tools empower attendees to initiate conversations and build relationships in a virtual environment.

AI Smart Matchmaking
Smart Matchmaking

14. Evaluate and Gather Feedback

The process of post-conference evaluation holds a pivotal role in the ongoing enhancement of your event and conference management skills and the overall success of future events. It is an essential step that involves collecting feedback from key stakeholders, namely attendees, speakers, and sponsors. Through this comprehensive assessment, you gain valuable insights into both the strengths that deserve recognition and the areas that demand improvement.

15. Execute Post-Conference Activities

After the conference wraps up, it’s crucial to promptly carry out a series of post-conference activities to tie up loose ends and leave a positive lasting impression. Here’s how you can effectively execute these activities:

Share Presentations, Recordings, and Resources with Attendees

Your attendees have invested time and often money to participate in your conference. Demonstrate your commitment to their ongoing learning by promptly sharing conference materials.

Express Appreciation to Sponsors and Exhibitors

Express your gratitude by sending personalized thank-you notes or emails to sponsors and exhibitors. Highlight the impact of their support and how it contributed to the overall event. Consider sharing post-conference reports showcasing the reach and exposure their sponsorship generated, demonstrating the tangible benefits of their partnership.

16. Generate Reports and Analyze Data

One of the critical post-conference activities is generating comprehensive reports and analyzing data. This step provides a profound opportunity to understand and interpret various aspects of your conference’s performance, attendee behavior, levels of engagement, and overall event success metrics. By leveraging data and analytics effectively, you can unlock valuable insights that can significantly influence the future direction of your conference strategies.

Want to know more about vFairs? Book a demo now.

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Chapter 4: Top 10 Conference Management Tools

1. vFairs

vFairs Conference Management Platform

vFairs is an all-in-one event management platform that proves to be the ultimate solution for all your in-person, virtual, and hybrid conferences. It offers a highly customizable event platform and a suite of tech solutions designed to elevate your conference experience. From seamless event registration to comprehensive analytics, and from a visually captivating virtual platform to robust onsite solutions, vFairs has every aspect of your conference management covered.

Virtual attendees can enjoy an immersive virtual environment complete with exhibit halls, webinars featuring multi-track agendas, networking and matchmaking tools, gamification elements, and other audience engagement features. 

vFairs Virtual Environment
vFairs Virtual Conference Environment

For your in-person attendees, vFairs goes the extra mile to enhance their conference experience. A customized event mobile app carries your branding, making it easy for attendees to access event information, schedules, and updates right at their fingertips. Additionally, the efficient badge printing and check-in software streamline the registration process, ensuring that your attendees get to their sessions quickly and smoothly. To top it off, the dedicated onsite support team is always ready to assist, guaranteeing that your attendees derive maximum value from your conference with ease and confidence. 

For webinars, vFairs provides complete control with live, semi-live, or pre-recorded options, and the flexibility to make content available on demand. You can broadcast presentations on numerous social media channels, including Facebook Live, YouTube, Twitch, and Instagram, directly from the virtual platform. Immersive video webinar features, like breakout sessions for discussions and team-building, keep audiences engaged. Organizers can enhance the experience with automatic transitions, and session hosts can remove distractions, ensuring a focused and engaging audience experience.

With vFairs, integration with your existing tech stack is effortless, delivering unparalleled value across the board. You can use AI-driven event marketing tools to effortlessly create promotional content for email campaigns, event landing pages, social media posts, and press releases in mere seconds. This not only saves you time but also ensures your event gets the attention it deserves, driving engagement and success like never before. 

PR for an event generated through AI
AI-powered Event Marketing

Attendees can engage in one-on-one and group audio, video, and text chats. Cutting-edge features like Spatial Connect, roundtables, and smart matchmaking, all enhance networking at your conference. Through interactive chat rooms, virtual Q&A sessions, and live polls, attendees can actively engage with speakers, fellow participants, and exhibitors, fostering meaningful connections and knowledge-sharing. Furthermore, the gamification elements add a layer of fun and competition to the experience, making learning and networking more exciting and memorable.

Attendees networking during vFairs Virtual Event
vFairs Virtual Networking

The platform’s user-friendly setup, comprehensive demo videos, and up-to-date knowledge base make conference event planning a breeze and empower you to unlock the full potential of this powerful platform.

2. Zoom

Zoom for Video Conference Management

Zoom, a prominent communications platform, is a vital asset in conference management. It effortlessly facilitates connections through video, audio, phone, and chat, ensuring uninterrupted communication. Whether for small or large teams, Zoom’s versatility proves invaluable, allowing for seamless workflow continuity and connectivity, particularly when in-person meetings are not an option.

  • With Zoom, you can enjoy unlimited one-on-one meetings, making it easy to connect with colleagues, clients, or friends on a personal level.
  • Even in larger groups, Zoom doesn’t disappoint, offering the capability to host video conferences for up to 100 participants (with the free plan providing up to 40 minutes per session).
  • Screen sharing is a game-changer for collaboration, allowing participants to work together seamlessly, whether it’s for a team project or a client presentation.
  • Zoom’s recording feature ensures that no valuable insights or discussions get lost in the shuffle. 
  • Zoom’s virtual meeting rooms serve as hubs for interactive engagement, where screen and file sharing, along with text chat capabilities, further enrich the collaborative experience, making it a versatile and user-friendly tool for all your virtual meeting needs.

Overall, Zoom simplifies event and conference management by breaking down geographical barriers and promoting efficient, connected, and collaborative event experiences.

3. Zapier

Zapier Automation tool

Zapier is a powerful automation tool that simplifies and streamlines your daily tasks.

  • With its extensive library of over 6,000 integrations and services, Zapier empowers businesses to create efficient processes by allowing different web apps to seamlessly share data, automating workflows through customized Zaps, and optimizing productivity without the need for coding expertise.
  • For conference management, Zapier can play a crucial role in integrating various event-related apps and services, including vFairs’ all-in-one event management platform.
  • By setting up Zaps, you can link different applications together to create a smarter workflow, saving time and ensuring seamless coordination. For instance, Zapier can automate the process of sending out custom tweets to promote conference updates, immediately after you’ve published a post.
  • Zapier eliminates the need for manual posting and ensures that your conference information reaches a wider audience effortlessly.
  • Zapier’s extensive connectivity means you can automate various tasks across multiple platforms and destinations, enhancing the efficiency of conference management.

4. Trello

Trello for project management

In conference management, where tasks like catering, selecting online platforms, and structuring programs can be overwhelming, Trello comes to the rescue. Its intuitive Kanban board interface simplifies task tracking and project management, ensuring that no detail goes overlooked.

  • You can easily keep tabs on your conference budget, compare venue or virtual platform quotes, and make informed decisions. 
  • With Trello, you have the flexibility to create multiple boards for efficient task management across various conferences, streamlining the organization process.
  • Its user tagging and checklist features are valuable in reducing the need for lengthy email communication, making it an ideal tool for your conference organizing team.
  • Trello enables real-time updates, allowing you to swiftly adapt to changes or delegate tasks on the go.
  • Whether it’s coordinating last-minute adjustments to the schedule, managing on-site logistics, or addressing attendee inquiries, Trello’s flexibility and user-friendly interface keep your conference running smoothly from start to finish, helping you navigate the complexities of conference management with ease.

5. HootSuite

Hootsuite for social media management

Hootsuite simplifies social media management during conferences with its powerful features. Whether you’re handling multiple conference accounts or promoting various events from a single profile, Hootsuite is a versatile and efficient solution for enhancing your social media presence during conferences.

  • You can schedule posts in advance, monitor conference-related hashtags, and track event mentions.
  • It consolidates social conversations, making it easy to engage with attendees across various platforms.
  • You can manage major social networks like Facebook, Instagram, YouTube, LinkedIn, Twitter, and Pinterest all from one place, saving you time and streamlining your efforts.
  • Hootsuite’s analytics feature offers in-depth social media performance reporting, making it especially valuable for agencies seeking to showcase ROI.

6. Rentman

Rentman for event staffing

Rentman is a tailored event staffing solution uniquely crafted for the AV and event industry, making it a game-changer in conference management.

  • This specialized software serves as a centralized hub for all communication related to your event crew.
  • With Rentman, you gain the ability to effortlessly oversee planned jobs on a comprehensive timeline, ensuring efficient scheduling. 
  • Crew member availability is at your fingertips, and the software enables proactive communication of their availability.
  • You can easily request and filter crew members based on job-specific skills, expertise, and certifications, ensuring the right personnel are assigned to specific job functions.
  • Rentman extends its utility to crew members who can conveniently manage their personal schedules, appointments, and availability through free user accounts. 

7. Kahoot!

Kahoot for trivia

Trivia is one of the most engaging remote team-building activities that can be played over a virtual conference. Kahoot offers trivia games for organizations and educational institutes.

  • With the Kahoot app extension, it becomes easier to play trivia games by integrating it with an app you’re already using. For example, you can integrate Kahoot with Microsoft Teams, Zoom, vFairs, and other video conferencing and event apps.
  • Kahoot can help attendees interact and compete with others at the event through quizzes, contests, and other engaging activities.
  • With Kahoot, you can create a quiz and set up rewards for winners.
  • You can also play 1:1 virtual games or just decide to go on a team mode.

8. Monday.com

Monday.com for customizable workflows

Monday.com is a cloud-based platform that offers customizable workflow templates for conference project management. Whether it’s tracking time to ensure crucial deadlines are met or automating repetitive tasks, Monday.com streamlines the project management process. 

  • Users can tailor their project management software to meet the unique needs of their conference planning.
  • Its intuitive dashboards provide at-a-glance insights into project progress, enabling conference organizers to stay informed and make informed decisions.
  • Monday.com integrates with popular tools and apps, further enhancing the efficiency and effectiveness of conference planning processes.
  • Whether you’re coordinating session schedules, managing registrations, or overseeing vendor interactions, Monday.com provides a versatile and user-friendly platform for conference project management, ensuring that your event runs smoothly and successfully.

9. CamScanner

CamScanner for document management

CamScanner proves to be an invaluable tool for conference organizers and attendees alike. Its multifaceted features, including PDF file conversion and annotation capabilities, empower businesses to streamline document-related tasks easily within a unified platform.

  • Attendees can merge important conference documents, add signatures, create watermarks, and make text edits directly from their mobile devices, ensuring that essential materials are readily available and tailored to their needs.
  • CamScanner’s high-definition scanning module enhances document quality, providing a crisp and clear view of vital information.
  • It offers the convenience of sharing files across various social media platforms, facilitating efficient communication and collaboration among conference participants. 
  • The Optical Character Recognition (OCR) technology supports multiple languages, making it accessible to a diverse international audience.
  • With the ability to convert images into text and PDF files into various formats like Excel, Word, PowerPoint, and JPG, CamScanner empowers conference attendees to effortlessly manage and exchange crucial documents while on the move. 


IFTTT automation tool

IFTTT (If This Then That) is a powerful automation tool that facilitates seamless communication between your favorite apps and devices. With this free and user-friendly tool, you can create automation processes known as Applets, which connect two or more of your preferred services to create new and efficient experiences.

  • Each service within IFTTT offers unique triggers, queries, and actions, enabling you to design a wide array of Applets tailored to your specific needs.
  • With IFTTT, the automation possibilities are virtually endless, allowing you to optimize your conference experience and minimize the hassle of repetitive tasks.
  • You could set up an Applet to receive instant notifications whenever someone tweets your conference hashtag, ensuring you stay in the loop about event-related conversations in real-time.
  • Alternatively, you could create an Applet to automatically send your committee meeting notes to a shared Google Drive folder, ensuring everyone has access to essential documents without manual intervention.

Chapter 5: Conference Management Software

Conference management software has revolutionized the way events are planned, organized, and executed. From streamlining registration processes to enhancing attendee engagement, these software solutions have become indispensable tools for event organizers. Let’s have a look at some of the top features of conference management software.

Features of an Ideal Conference Management Software

1. Conference Registration and Ticketing

With a robust software solution, you can offer attendees a streamlined registration experience. Customizable registration forms allow you to gather essential information tailored to your event such as session preferences. The ability to create various ticket types and pricing options ensures flexibility, accommodating different attendee categories or early-bird discounts. Moreover, automated confirmation emails and payment processing simplify the registration process, leaving attendees with a positive first impression.

Conference Registration and Ticketing
Seamless Attendee Registration

2. On-site Technology

On-site technology features are designed to enhance the on-site experience for both organizers and attendees. Seamless badge printing eliminates long queues and confusion, allowing attendees to check in swiftly. Real-time updates to session schedules via mobile apps or digital signage keep attendees informed about any last-minute changes. Attendees can confidently navigate the event space with floor maps, knowing they have access to up-to-date information. As a conference organizer, this technology empowers you to adapt to unexpected circumstances and ensures the event runs smoothly.

Badge printer and lanyard
On-site badge printing gear

3. Exhibition and Booth Management

For conferences with exhibitions or booths, a comprehensive booth management system simplifies the administrative process. Organizers can create a custom-branded booth and showcase their branding easily. They can also manage booth assignments, reservations, and payments, streamlining exhibitor interactions. 

The software’s floor plan management tools provide a visual representation of the exhibition layout, making it easy to assign and adjust booth spaces. Exhibitors benefit from a user-friendly system for selecting and purchasing booth spaces, ultimately enhancing their experience and satisfaction.

Branded exhibit booth
Branded booth configuration

4. Speaker Management

Efficient speaker management ensures that your event’s content is delivered flawlessly. The software allows organizers to create and manage speaker profiles, making it easy to communicate with presenters and gather necessary information. 

Assigning speakers to specific sessions or workshops becomes a straightforward task, reducing the risk of scheduling conflicts. Presenters can conveniently upload their presentation materials, ensuring a smooth transition between sessions. By streamlining speaker management, you ensure that your conference sessions run seamlessly, leaving attendees with valuable insights.

5. Lead Management

Lead capture and retrieval are essential for exhibitors looking to maximize their return on investment. The software should provide lead retrieval tools, allowing exhibitors to collect attendee information effortlessly. 

As an organizer, you can facilitate the distribution of leads to exhibitors post-conference, fostering valuable connections. This feature not only benefits exhibitors by providing them with potential leads but also enhances the overall networking experience, creating a win-win situation for all stakeholders.

A lead capture app is specifically built for this purpose and helps you collect and manage leads efficiently. The vFairs event lead capture app lets exhibitors gain direct access to capture and retrieve attendee information themselves. It enables them to scan attendee badges, business cards, or QR codes, add notes & sync leads with CRM & Martech solutions.

Attendees using the vFairs Lead Capture and Retrieval App
Efficient Lead Capture and Retrieval

6. Session and Attendance Tracking

Session and attendance tracking features are vital for optimizing the conference experience. Attendees benefit from streamlined check-in processes, reducing wait times and ensuring that they can access sessions promptly. 

Real-time data on session attendance empowers organizers to make informed decisions during the event, such as adjusting room sizes or reallocating resources. These features contribute to a more efficient event flow, enabling attendees to make the most of their conference experience while organizers can adapt to attendee preferences in real-time.

7. Attendee Engagement and Gamification

Engaging attendees is vital for creating a memorable conference experience. Event management software offers features like live polling, which allows real-time audience feedback and interaction during sessions. Q&A sessions enable attendees to ask questions directly to speakers, fostering engagement. Gamification elements, such as scavenger hunts and leaderboards, incentivize active participation. Attendees earn badges for attending sessions, completing challenges, or interacting with others, and leaderboards display top participants, creating a friendly competition that motivates engagement.

Object highlighted at a virtual scavenger hunt
Virtual Scavenger Hunt

8. Attendee Networking

Networking at conferences is a primary motivator for attendees, and it’s greatly facilitated by high-quality networking tools. These tools enable participants to find and connect with others who share their interests, skills, and objectives. Attendees can engage in one-on-one interactions using audio, video, or chat functions, as well as join group discussions in breakout rooms and roundtable sessions. Furthermore, advanced features like Spatial Connect cater to virtual attendees, allowing them to network freely within the virtual environment.

In the ever-evolving events industry driven by AI and technology, networking features have taken center stage. AI-powered smart matchmaking algorithms now empower conference attendees to connect with like-minded individuals, fostering valuable connections. These robust networking capabilities significantly enhance the overall value of the conference by promoting meaningful interactions and facilitating knowledge exchange.

Attendees using Spatial Connect to network freely in the virtual environment
Spatial Networking

9. Accessibility Features

Ensuring that your conference is accessible to all attendees, including those with disabilities, is not just a matter of inclusivity but also a legal requirement in many regions.  Virtual accessibility features include screen readers and inclusive visuals for visually impaired attendees, captioning for the hearing-impaired, and adaptable content formats, such as accessible PDFs and structured content that accommodates assistive technologies. A robust accessibility framework ensures that every attendee can fully participate and benefit from your conference.

Inclusive Visuals for Colorblind attendees
Inclusive Visuals for Colorblind attendees

10. Integrations

Integration capabilities are the backbone of efficient conference event management. Conference management software should integrate with other essential tools, such as CRM systems, marketing platforms, and analytics tools. This integration streamlines data flow, automates tasks, and enhances communication. 

For example, integration with a CRM system enables easy tracking of attendee interactions, while integration with marketing platforms allows for personalized and automated email campaigns. A well-integrated system simplifies event management and enhances overall efficiency.

11. Sponsorship Management

Sponsors play a critical role in funding and enhancing conferences. Effective sponsorship management features allow you to create and manage sponsorship packages, track sponsor commitments and benefits, and automate sponsor communications. They also offer visibility options for sponsors, such as logo placements and dedicated exhibition spaces. By efficiently managing sponsor relationships and delivering sponsor benefits, you can maximize your event’s revenue potential.

12. Mobile Event Apps

In today’s mobile-centric world, dedicated event apps are indispensable. A mobile event app provides attendees with a user-friendly interface to access event information, schedules, and interactive features while on the go. Attendees can customize their agendas, receive real-time updates, access session materials, and participate in live polls or surveys. Such apps enhance attendee engagement, convenience, and overall satisfaction.

Event mobile app for conference management
Event Mobile App for Conference Management

13. Event Marketing

Event marketing features within a comprehensive software package provide a robust toolkit to increase your event’s visibility and drive attendance. These features include tools for crafting and distributing marketing emails, tracking the performance of your email campaigns, segmenting your audience for targeted messaging, and offering promotional incentives like discount codes and referral programs. 

Additionally, advanced event management software incorporates AI-powered event marketing assistants that streamline the creation of marketing materials, such as landing pages, email campaigns, and social media promotions, thereby saving time and ensuring a more effective marketing strategy. By leveraging these features, event organizers can maximize their event’s reach, attract a broader audience, and ultimately achieve higher attendance and engagement levels.

14. Event Reporting

Data is invaluable for making informed decisions and improving future events. Event reporting and analytics features provide insights into attendee behavior, engagement, and event success metrics. These insights help you gauge event success, measure return on investment (ROI), and identify areas for improvement. You can track attendee participation, session popularity, booth engagement, and sponsorship ROI, enabling you to refine your strategies and enhance your future conferences.

Post-event report
Post Event Report

Key Takeaways

Effective conference management is a multifaceted task that necessitates thorough planning, the use of advanced technology, and a steadfast commitment to delivering an exceptional attendee experience. Whether it’s an in-person, virtual, or hybrid conference, the fundamental principles of effective conference management remain consistent, guaranteeing the smooth execution of these significant gatherings.

Contact us today and learn more about how vFairs can elevate your conference management efforts with its cutting-edge technology!


What is the difference between a conference and a convention?

A conference is a formal event that usually spans several days and often occurs annually. It gathers individuals with common interests, and it is typically organized for business, academic, or political reasons. Conventions, on the other hand, are large-scale events organized in attractive locations, often catering to specific industries or fandoms. Conventions can have a more informal atmosphere and may be highly interactive.

How far in advance should I start planning a conference?

The timeline for conference event planning varies depending on the event's size and complexity. However, it's advisable to start at least 6-10 months ahead to secure the best venues and speakers.

What is the primary purpose of a conference?

Conferences serve as platforms for knowledge exchange, networking, professional development, and collaboration within specific industries or fields of interest.

Why do I need conference managers for my event?

Hiring a conference manager ensures that your event runs smoothly and efficiently. They bring expertise in event planning, vendor coordination, and attendee experience, freeing you to focus on the event's content and goals.

What are the key responsibilities of hosting a conference?

Hosting a conference involves securing a suitable venue, managing logistics, coordinating speakers, marketing the event, handling registrations, and ensuring a seamless on-site experience for attendees.

A Comprehensive Guide to Conference Management

Hira Yousaf

Hira is a content writer at vFairs. She has been working in the SaaS content market for around 3 years. Hira believes writing is her true calling, so she looks forward to exploring different niches. When she's not writing, she's either on a trip making new friends or probably spending quality time with her cats, Rio and Dusty!

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