How To Plan A Convention?

Events are the soul of networking and getting your business out there. A convention is a type of informal event where there are a lot of panels and stations for showcasing different services/products of business. It’s better for this to be indoors, but for outdoors, you can also hold it by connecting with tent rentals. Here are the top tips for planning your next successful convention.

Figure Out The End Goal

This tip is not just for planning a convention, but other events in general, as well. You need to figure out why you’re hosting this convention and what you want to achieve by the end of it. Is it a new product that you’re trying to advertise? Are you building a network or community with like-minded people?

Whatever the goal is, at the end, you need to clarify it and work on it during the planning phase, so that it can be executed.

What Are Your Objectives?

Along with the end goals, you also want to figure out the real purpose of the convention. There are many reasons why you would want to host an event or convention. It can be for marketing, getting new sponsors, highlighting your business, building a community, and more.

So, you need to have these goals in mind, when planning for the convention, so that it’s not a waste of time and money.

What’s Your Budget?

This is a universal tip for planning for any event. You obviously don’t want to jump blindly into the planning of a convention. You need to have an allocated budget for the convention. Since this is a huge event, there are going to be a lot of expenses and you want to make sure that you’re keeping track of everything. It’s a good idea to make a digital spreadsheet for the budget and add in expenses as you go.

This is going to make things a lot easier and you won’t have to rummage through things to find your main spreadsheet because everything is in a single place and safe in your computer.

Pick A Date

Before deciding on the venue, it’s more important to go over the date of the convention. The date of the convention is just as important as everything else, if not more. The date needs to coincide with everyone’s schedule, including the guests and the attendees. You don’t want to set a date on a whim because it can clash with important commitments of the guests.

Having a convention on the weekdays, after work, or on the weekend, in the morning and afternoon hours, are better options to work with because most people will be free at these times.

Do You Need A Theme?

Events are much better with am event theme that corresponds to the message you’re trying to convey. There are different preferences when it comes to themes. Some people like them, while others don’t. You can go for a very subtle theme if you really want everything to be cohesive and in tune with what you’re trying to achieve through this convention.

For example, if you’re trying to promote a recent update for an app, then having a tech theme is going to add that extra bit of personalization to your convention.

The Perfect Convention Venue

Now that you have the date set, it’s time to hunt for the perfect convention venue. For conventions, typical venues and banquet halls won’t work. You’ll need a big area with lots of space so that vendors can actually set their kiosks up and there’s still a lot of breathing room for the attendees.

Convention centers are a great place for hosting these events because they’re humongous and they can house a lot of people. They’re also very easy to get, as compared to conference halls and other venues, because conventions are less common, so you can get a pretty good deal, even in peak seasons. Moreover, you can also choose parks and work with a corporate tents rental Frederick to prepare it for the convention.

The Vital Logistics

Now that the major things are out of the way, it’s time to get in touch with different people, like food & drink services, decoration, and stall vendors. These things can take a bit of time, because you’ll need to figure out the menu, how you want to decorate the venue, and other things, so it’s good to hit the ground running and get a lot of work done, as soon as possible.

You can also do your research during the budgeting part of the planning process, so that you can contact these people, as soon as the venue is finalized.

Who Will Be The Guests?

A convention isn’t complete without guest speakers. The guests you choose to speak to at your convention are going to attract even more attendees. You want to take your time in these things and reach out to people who are professionals in their line of work and have similar interests and opinions as you’re trying to convey in your convention.

You can reach out to fellow entrepreneurs, business owners, and startup experts through email, or call or you can even visit them if you know where they work. Try to sell the idea of your convention to them and emphasize how they can benefit from appearing in your convention.

When In Doubt – Look For Sponsors

Sponsors are very important, especially for small business owners, who don’t know how to market their events the right way. Sponsors can not only take care of the financial part of things, but they can also help with effective marketing.

You can reach out to a couple of sponsors, but make sure that you’re going for businesses that are established and work in the same niche as you are because irrelevant sponsorships can throw the whole convention off and it can turn into a disaster pretty quickly.

Staff & Volunteers

Since a convention is a huge event, you’re going to need more helping hands. This is where volunteers can help you out. There are a lot of university students who are looking to add more interesting experiences to their resumes, so you can use this to your own advantage and have them volunteer at your convention.

You can provide certifications and free workshop experience, while you’re getting the help that you need. This is a win-win situation for both parties and it’s going to ensure that everything goes as smoothly as possible.

Market It Right

You want to advertise your event in the right way. Whether it’s an event or a convention, you want to spread the word among as many people as you can. Try to use social media to your advantage here and make visually appealing banners, ads, and content for your convention.

If it’s pleasing to the eyes, chances are that more people are going to attend the convention. Good marketing skills are hard to master, but once you get the hang of it, you’ll be a pro in no time and you’ll attract a big crowd.


Conventions can be a big deal and while they may sound super fun, planning one for your business and networking can be a tedious task, which is why these tips and some input from party rentals Northern VA are going to help you out a lot.

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