How to Plan a Convention

A convention can take over a year to put together before the event is actually held. There are a lot of details that go into convention planning and it is important that each detail is carefully taken care of so that the convention runs successfully. 

• Decide what the theme of your convention is. Who is likely to come to this type of convention? Consider the common demographics of your attendees.


• Plan a budget for your convention. Decide how much you want to pay for rental space, entertainment, food and other needs that you will have.


• Pick a space to hold your convention. If you anticipate a lot of attendees than a larger space like rooms available in convention centers or hotels will be your likely choice. Prepare a proposal of what you would like to spend for renting the space for the convention. If your convention is going to be held over a number of days, see if you can get a discount. 


• Select a convention committee. Assign people to be in charge of certain parts of the convention like entertainment, audio/visual equipment, vendors, goodie bags and refreshments. Meet with these people regularly to ensure that things are going smoothly. 


• Set a registration fee. Use your budget to help decide how much the fee will be. 


• Advertise for your convention. About three months before your convention is held begin advertising for it. Put up signage in vendor shops, on the street and create a website where people can get more information about the convention and what activities are planned. If you have a major group or person coming to speak at the convention, use them as the main part of your convention to draw in more attendees. 


• Organize accommodations with a local hotel. If your convention is going to large then contact multiple hotels. See if there can be a discount offered to convention attendees.  Advertise the hotels on your convention website. 


• Contact media to come cover the convention. This will help gain more publicity if you plan to make the convention an annual event. Print up press passes and plan special space for the media that attend. 


• Confirm all details are correct. Three to five days before the convention date visit with your food vendors and your convention site. Ensure that all details are correct and all equipment needed is ready. Make sure there is back up equipment in case something goes wrong on convention day.