When was the last time you were excited about attending a business conference? If you’re struggling to remember, you’re not alone. The problem isn’t with conferences themselves—it’s with how they’re typically planned.

Modern professionals, especially millennials and Gen Z, look for more than just info dump sessions, boring keynotes, or stale networking events. They want authentic connections, memorable experiences, and environments that inspire creativity and collaboration. 

Shifting expectations equals new rules and opportunities. This conference-planning guide will walk you through everything you need to create events that captivate, connect, and drive real business outcomes. We’ll even introduce you to the perfect spot!  

The Ultimate Conference Planning Checklist

Conference planning involves countless moving parts, and it’s easy to feel overwhelmed. Use this easy conference planning checklist to track your progress and organize everything from budget to networking. 

Check off tasks as you complete them, and use the notes as a guide for key considerations at each step. Don’t forget to save this page for future conferences! 

Status	Task	Notes
Phase 1: Brainstorming & Goal Setting
▢	Define Goals & Objectives	What do you want to achieve? Be specific: education, networking, or lead generation?
▢	Identify Target Audience	Who are you trying to reach? Millennials and Gen Z? Industry pros? Tailor content to them.
▢	Set a Budget	Be realistic and include a 10-15% buffer for surprises.
Phase 2: Logistics & Planning
▢	Choose Date & Time	Avoid holidays, busy seasons, or competing events.
▢	Select Venue (Petty Cash!)	Do a vibe check—must be lively, unique, and Millennial-approved.
▢	Develop Agenda & Content	Mix keynotes, panels, and interactive sessions to keep your audience engaged.
▢	Secure Speakers & Presenters	Pick engaging, dynamic, and relatable experts.
▢	Market & Promote Conference	Get the word out through social media, email outreach, or influencers.
▢	Set up Registration & Ticketing	Keep it simple and mobile-friendly.
▢	Plan Food & Beverage	Think trendy and tasty while catering to dietary needs.
▢	Arrange Technology & AV Equipment	Test everything beforehand (including presenter laptops, connections, HDMI cables, etc.)
▢	Recruit Staff & Volunteers	Delegate tasks so you don’t overload yourself.
Phase 3: Conference Execution
▢	On-site Registration	Streamline registration with digital check-ins or QR codes.
▢	On-site Support	Have a troubleshooting team ready.
▢	Networking Opportunities	Games, challenges, or speed networking are great places to start.
▢	Social Media Engagement	Encourage attendees to post their experiences.
Phase 4: Post-Conference
▢	Collect Feedback	Use surveys and polls to find out what people think of your event.
▢	Send Thank You Notes	Message everyone! Personalize for speakers, sponsors, and attendees.
▢	Share Content (Presentations, etc.)	Keep the conversation going by posting highlights, slides, and videos online.
▢	Analyze Feedback & Improve Future Events	Learn from the experience! Identify wins and areas for improvement.

How to Organize a Conference: The No-Nonsense Guide

Coordinating speakers, venues, catering, and technology—all while keeping attendees engaged and stakeholders happy—is no walk in the park. But with the right approach (and this guide), you’ll nail it with your eyes closed. Let’s talk about conference planning step by step!

Phase 1: Brainstorming & Goal Setting

Learning how to plan a conference starts with clear thinking, not hasty decisions. Get your team together and pick some brains about your vision for a successful conference. Here’s how.

Define Goals & Objectives

Before conference planning, get crystal clear on your “why.” Your objective shapes everything else—from venue choice to programming decisions. Each purpose requires a different approach.

For example, hosting an event for lead generation means focusing on attracting qualified prospects and creating opportunities for meaningful conversations. For thought leadership, you’ll want to deliver genuine insights that position your brand as an authority.

Pro tip: A conference trying to be everything to everyone usually ends up being nothing special to anyone. Give yourself something concrete and specific to aim for, so you can measure success accurately. 

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Identify Target Audience

Know your audience, and they’ll know you care. Consider not only your audience demographics but also their motivations and pain points. What do they value? What experiences will resonate most with them?

Answer these questions, then tailor your event content, design, and activities to align with them. When they think, “This was designed specifically for people like me,” you’ve hit the mark. 

Pro Tip: The most successful conferences feel personally relevant to attendees. Create audience personas to keep decisions attendee-focused, rather than based on what event planners prefer.

Set a Budget

Money talks, so get a handle on your budget early in the conference planning process. Start with a list of all potential expenses, including:

• Venue rental
• Catering and beverages
• Audio-visual equipment
• Marketing and promotion
• Speaker fees or travel expenses
• Decor and branding
• Staffing or event management services

Once you’ve got a rough total, add a 10-15% buffer for unexpected costs (because there’s always something, right?). 

Pro Tip: Look for venues with all-inclusive packages. Some spaces (like this trendy social house in Toronto you’ve been eyeing) may bundle catering, AV equipment, and more, saving you time and money.

Phase 2: Logistics & Planning

Here’s where conference event planning starts to feel real—it’s also where pros shine. Master these key logistics and watch everything else fall into place.

Choose Date & Time

There’s always a right (and wrong) timing in conference planning. Always check industry calendars for competing events, consider seasonal factors, and for the love of attendance rates. Avoid major holidays and vacation periods—unless your event is the vacation. 

Remember to factor in your audience’s schedule too! If your conference attendees work nine-to-five, late afternoon sessions and evening networking make more sense than all-day events. For industries with busy seasons (like tax time for accountants), plan around their peak periods, not right in the middle of their chaos.

Select Venue (Petty Cash!)

The conference venue plays a huge part in the attendee experience. Millennials and Gen Z audiences are more concerned about authenticity and experience than traditional corporate polish. They’re drawn to spaces that:

• Feel genuine and unique
• Inspire real conversations
• Create Instagram-worthy moments (no boring beige walls, thanks!)
• Mix business with personality
• Prioritize accessibility, comfort, and connection
• Serve food worth talking about

You want venues right at the sweet spot between “professionally equipped” and “unapologetically cool.” Think vibrant spaces with state-of-the-art sound systems, customizable floor plans, and Instagram-worthy vibes—everything Petty Cash already has!

 

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Develop Conference Agenda & Content

Traditional conference programs (endless PowerPoints, boring talks) just don’t fly with Millennials and Gen Z. These generations prefer to get involved, share ideas, and build real connections. Businesses that have nailed how to organize a conference for these young folks use engaging, dynamic content like:

• Interactive workshops
• Networking sessions (with great music and better drinks)
• Group discussions
• Problem-solving activities
• Live demonstrations
• Innovation labs
• Skills practice sessions

Pro Tip: If your venue has a built-in entertainment factor like live music or games, definitely work it into the agenda. Wrapping up the day with a post-event happy hour featuring a live band is a win for both engagement and fun!

Secure Keynote Speakers & Presenters

A conference’s success often depends on the quality of keynote speakers and presenters. Look for experts who can:

• Engage with real stories, not just data
• Spark meaningful conversations 
• Share practical takeaways
• Match your attendees’ energy levels

Pro Tip: Diversify your lineup! A mix of industry veterans and fresh, up-and-coming voices keep the conference schedule exciting, relevant, and more engaging for everyone involved.

Market & Promote Conference

The best conference in the world means nothing if nobody shows up. Add a multi-channel promotion strategy to your conference planning process, and ensure it speaks directly to your target audience. Use all platforms available to you, including email, social media, company or conference websites, and paid advertising if your budget permits. 

The key is to engage people where they hang out most and tease them with irresistible details like big-name speakers, fun networking sessions, and exclusive perks for some serious FOMO. 

Set up Registration & Ticketing

Your registration process is the first real taste of your event for attendees—make sure it’s simple, straightforward, and stress-free. Your event website or social media posts should answer every question before it’s even asked. Make sure the basics are crystal clear, including:

• Session details and timing
• Speaker bios and topics
• Venue information and directions
• Food and beverage options
• Tech requirements
• Parking and transit access
• Dress code
• Cancellation policy

Pro Tip: Test your check-in process before the big day. Nothing kills the vibe faster than a long line at registration.

Plan Food & Beverage

While no one remembers bland, uninspired conference food, everyone remembers soggy sandwiches and cold coffee. So, for food, invest in quality, variety, and presentation that will wow your guests and keep them fueled throughout the day.

Work with your caterer to tailor a menu for each part of the day—whether it’s dinner, networking bites, or post-conference drinks. Time the food service right to keep the energy up and conversations flowing!

Learn more: 6 Catering Ideas You Can’t Go Wrong With

 

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Arrange Technology & AV Equipment

Mastering how to plan a conference also means having essential tech and audio-visual equipment. Here’s what you need:

• Professional sound system
• High-quality microphones
• Presentation screens/projectors
• Strong WiFi connection
• Backup equipment
• Tech support on standby
• Recording or live-streaming equipment (for hybrid/virtual conference)

Pro Tip: Book a venue with built-in AV equipment and an experienced tech team. It’s easier (and often cheaper) than sourcing everything separately.

Recruit Staff & Volunteers

How can you ensure your conference runs smoothly? Start with a solid team. Your staffing needs will vary depending on the scope and size of your event, but, generally, you’ll need:

• Event coordinators 
• Registration and check-in staff
• Tech support 
• Greeters and way finders
• Room monitors and timekeepers
• General support staff

Pro Tip: Work closely with your venue to understand its layout and resources. Venue staff often provide additional support or recommendations to streamline your team’s efforts!

Phase 3: Conference Execution

One of the most common concerns when learning how to organize a conference is ensuring everything runs smoothly on the big day. Here’s how to nail it.

Prepare On-Site Registration & Support

A successful event starts with a seamless on-site experience. Make your conference planning shine by setting clear, efficient registration stations. Use digital tools like QR codes or event apps to speed up check-in and minimize wait times. Ensure your registration team is friendly, well-trained, and ready to handle any questions or issues.

But don’t stop at registration—have a dedicated support team on hand throughout the event to assist with directions, troubleshoot tech problems, and address unexpected challenges. Clear signage, accessible info points, and a visible help desk also go a long way in getting things run smoothly.

Optimize Networking Opportunities

Structured networking beats awkward mingling every time. Create intentional connection opportunities through:

• Guided activities (speed networking, games, challenges, etc.)
• Strategic seating arrangements
• Technology-enabled matchmaking

 

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Encourage Social Media Engagement

Modern conferences need to be shareable on social media platforms. Make your next conference a sensation with:

• Instagrammable backdrops
• Branded photo opportunities 
• Experience stations
• Creative lighting and decor setups
• Local art or cultural elements 

Pro Tip: Choose a venue that brings built-in social media appeal. Petty Cash comes loaded with character and photo-worthy spots, so half your social media strategy is already handled.

Phase 4: Post-Conference

Learning how to organize a conference successfully involves thinking beyond the event itself. Your follow-up can mean the difference between your conference being a one-hit wonder or the beginning of something bigger.

Collect & Analyze Feedback 

Smart conference planning involves learning from every event. Here’s a short list of what you can do post-event:

• Get honest feedback from your audience, sponsors, and event team while the experience is fresh (within 24 hours, preferably). 
• Send surveys and ask about specific aspects you can improve. Include both rating scales and open comments to capture detailed insights. 
• Keep an eye on social media mentions for honest, real-time reactions.
• Go through the conference from start to finish, and systematically review what worked and what didn’t. 

Apply these insights to make your next event even better, whether that means tweaking the schedule, adjusting the catering, or completely reimagining your session formats. You got this! 

Send Thank You Notes & Share Content

Your event may be over, but the party doesn’t have to be! Keep the good vibes rolling with personal thank-you notes to speakers, sponsors, and attendees. This keeps you top of mind for future events and helps build lasting relationships.

Sharing event highlights, photos, or recordings online (via social media or email) is also a good way to keep momentum going and make your audience excited for round two. Remember, nothing sells your next conference better than showing off how awesome the last one was. 

Conference Planning Made Less Boring with Petty Cash

You’ve got the conference planning checklist, now you need the perfect venue. Petty Cash brings together everything you need—flexible space, professional tech, great food, and zero boring vibes. We don’t only host the best parties in Portland & Adelaide, we’ve got everything you need for a successful business event, including: 

• Full AV setup
• Arcade games and pool tables
• DJ Booth, HD TVs, and a projector screen
• 360-degree bar
• Customizable event space
• Killer food and drinks

Make conference planning less boring with Petty Cash. Book your event today!