Basics to Planning a Crypto or Blockchain Conference
Organizing a Crypto or Blockchain conferenceis a highly demanding task and one that requires at least six to twelve monthsto plan. Due to the infancy of Blockchain and crypto conferences are usuallyrun by first-time organizers and this often means they can be especiallystressful.
But what if you had a blueprint for planning acrypto or Blockchain conference?
Let’s take a look at the necessary steps thatcan help you prepare a successful event:
1.Saving the Date
Pick a date that doesn’t conflict with othermajor events like festivals. Also, keep in mind that city-based events makebooking flights more expensive and generally hinder transportation to and fromthe conference. Besides, you don’t want your conference to compete forattention with big events.
Avoid summer and winter holiday periods whenpeople tend to go on vacation. It’s best to aim for a date between the middleof March and end of June or from early September to late November.
Never plan a conference during the weekend.For most participants, attending a conference is a part of their job, soschedule it during the workweek.
Try to aim for the end of the week, so thattraveling attendees get the chance to stay behind and sightsee during theirtime off. The best days for a conference are Thursday and Friday. Setting adate will give you a fixed point to count back from to better plan yourpreparations.
2.Choosing A Theme for the Conference
First of all, you will need to know what kindof takeaway you would like the attendees to have from the conference. In otherwords, there should be an overall theme and underlying message.
Needless to say, this theme will have a greatimpact on who the speakers will be and more importantly, what these speakerswill talk about. As a rule, it’s always best to seek an emotional response andchoose a message that will unify those in attendance.
Just keep in mind that you should not make anyannouncements or create promotional material until you have decided on thistheme. After all, this theme needs to be reflected in the underlying messagethat you want to communicate.
3.Delegating Tasks and Roles
Delegating responsibilities is one of the mostimportant aspects of planning a crypto or blockchain conference. Withoutdelegation, there is simply too much to do and what’s more, there is littlechance of getting everything done right.
Here’s an example of what the split fordelegation should look like:
- Planning – Venue, accommodation, food.
- Admin – Budget, tickets and customer service
- Marketing – Media, promotions and social media
- Sponsorship – Sponsors and fundraising
- Ground Staff – Helping with D-Day activities ticketing, directions, or even manning the wardrobe.
As the organiser, it will be your job tocoordinate this team, delegate tasks and keep everyone moving toward theirobjective.
4.Preparing the Budget
Cash flow is crucial and should always beconsidered when planning a Blockchain conference. Even with a lot of funding orbig sponsors, this budget needs to be watertight and every last expense shouldbe accounted for without exception. Some of the most common expenses includeaccommodation, venue, food, activities, promotion, speaker fees andtransportation.
Setting a realistic budget will also helpdetermine the price of tickets for the event.
5.About Potential Sponsors
You might be lucky enough to have sponsors forthe crypto conference but if not, this is definitely something that willbenefit the conference. With this in mind, you should seek sponsors who canrelate to the theme of the conference or at least benefit from being associatedwith the event.
One way to find such sponsors would be to lookat similar events during the year and see what organisations have beensponsoring these events. That being said, one must be careful when it comes toestablishing guidelines with a sponsor. After all, they might be expecting a certainlevel of promotion or presence that you cannot afford to offer them.
Running out of time is one thing but running over time is also a common problem for events. That is to say, you need to set very specific time frames for the event and make sure that these times are upheld in every instance.
For example, if two speakers run over time with their talks and it means that the final speaker doesn’t even make it on stage, there could be complaints from attendees. In case you might be asking yourself, for conferences with more than 250 attendees, you will need at least two full days.
7.Booking the Venue
When you decide on specific dates and have abetter idea about the budget, you can start checking out the options for thevenue. Depending on the location, Universities can be a nice option for aconference and certainly more affordable than a hotel. That being said, withthe superior facilities and added bonus of accommodation, nothing can beat ahotel. On the other hand, there is usual another venue available such as asports club or a community centre of some kind.
Here’s what you need to consider when choosinga venue:
- Location – Is the venue easily accessible for most of the attendees?
- Venue Size – The venue should be big enough so as not to seem overcrowded. However, you do not want what looks like an empty room so try to find the right balance between the two.
- Theme – Does the venue suit the theme of the conference? For example, if the purpose is to attract investment, the last thing you want to do is choose a cheap, tacky venue.
- Accommodation – If the venue is not a hotel, is there at least some accommodation nearby? The absence of affordable accommodation is likely to dissuade people from attending.
- Wi-Fi – As you know, Wi-Fi is a pretty big deal nowadays and you absolutely must have this at the venue. Besides, you want people sharing and broadcasting content on the big deal so you need to make sure that lack of Wi-Fi is not something that stops this from happening.
8. Cateringfor the Conference
When you have the number of attendees, youwill obviously need to make sure there is enough food and drinks on the day.Quite often, the hotel or conference centre can provide this catering but thereis sometimes a need to have a professional company take care of thematter.
Aside from the numbers, you will need tospecify what type of food you want for the conference. For example, will therebe regular snacks or full meals provided on the day.
9. PickOut Respected Speakers
The speakers at a crypto or blockchainconference will usually make or break the event. In other words, if you havegood speakers, this is likely to result in a memorable event but obviously theopposite is possible in the case of there being lackluster speakers. As a rule,try to secure at least one high profile speaker who can deliver the goods andgive credibility to the conference.
10.Creating the Conference Agenda
As already mentioned, timing is key whenplanning a blockchain conference and the same can be said about the big dayitself. Here’s an example of what an itinerary might look like for one day at acrypto conference:
10am: Keynote speech from event organizer
1030am Speaker #1
1115am 15-minute break
1130am Speaker #2
2pm – Speaker #3
3pm – 15 minute break
315pm – Networking and Team Building Games
5pm – End and “thank you” from event organizer
11.Registration Website & Promotion
You should have a fully functional websitewith full details of the conference. This should outline the speakers, thelocation and a full itinerary. Also, there should be an option on the site topurchase tickets or at the very least, there should be a link for where thesetickets can be bought.
After that, the primary focus should be onpromoting and marketing the event. You can do this through Google ads, socialmedia, forums and outreach to influencers in the industry.
For more information on this process, pleaserefer to our post about marketing cyptocurrency 101.
12. Preparationand Hosting the Event
As if all of the above was not enough, now youwill need to make sure that the venue is prepared and everything is set to runsmoothly on the big day. The truth is, this can be quite an overwhelming partof the process but here’s some of the most important factors to keep in mind:
- Entry – Organise a team to check tickets and take care of wardrobe duties.
- Catering – Make sure the catering team is fully equipped and ready to go.
- Exhibitions – Ensure the exhibition room is ready for event sponsors or relevant vendors.
- Phone calls – Communicate with all speakers and make sure they can all attend.
- Introductions – Welcome the attendees and introduce each speaker.
- Managing Time – Ensure each speaker keeps to the time allotted for their talk.
- Networking – Move around the venue and check that attendees are satisfied.
- Feedback – Gather contact information from attendees for the purpose of feedback.
For many first time organizers, planning a crypto or blockchain conference can be more than just a little daunting. However, the key to this process is organisation and following the above steps one at a time.
Inconclusion, stay confident and try to remind yourself that the attendees arepresent in hope that the event will be a huge success and with the rightpreparation, you can make this happen.