From Stressed to Success: Planning a Conference in 60 Days

As a seasoned PR professional, I’ve juggled countless events with grace. However, amidst all the chaos, there’s one conference that stands out—a gathering of 500 purpose-driven entrepreneurs and climate investors – with a timeline of only 60 days to pull it together!

The mission was clear: connect like-minded entrepreneurs and investors, all driven by a shared passion for creating a sustainable future. Challenge accepted!

As any experienced entrepreneur knows, staying cool under pressure is the name of the game. Armed with a double-shot espresso and an unwavering determination, I set out to conquer the challenge that awaited me. As Marie Forleo says, “everything is figureoutable,” right?

Read my review of the Everything is Figureoutable book by Marie Forleo. Add the book to your reading list, and buy your copy from Amazon.

In this blog post, I’m going to share some highlights, and my conference planning tips:

Establish a Clear Vision

A successful conference starts with a clear vision. Define the purpose, theme, and objectives of your event. Understand the target audience and the impact you aim to achieve. In the case of the Canadian Climate Investor Conference, our vision was to facilitate collaboration and drive sustainable change by connecting purpose-driven entrepreneurs with like-minded investors.

Secure an Appropriate Venue

Finding the perfect venue became our next quest. That’s when I came across the Hyatt Regency Toronto—a venue that was a match made in conference-planning heaven. They had a list of recommended vendors, including Stage Vision, who executed our audio visual seamlessly.

Choosing the right venue is crucial to the success of your conference. Consider factors such as capacity, location, amenities, and accessibility. The venue should align with the conference theme and provide the necessary facilities and technical support. Conduct thorough research, visit potential venues, and negotiate contracts to secure the best option within your budget.

Curate an Engaging Speaker Lineup

Next on the agenda: captivating speakers. We embarked on a quest to find purpose-driven entrepreneurs and a moderator that could help us set the tone for the day. I connected with Tim Nash, Founder of Good Investing and Toronto Star podcast host, to help! This inspiring individual was our secret weapon to draw in the crowds and leave them buzzing with ideas and motivation. (thank you Tim!)

Compelling speakers can make or break a conference. Identify industry experts, thought leaders, and purpose-driven entrepreneurs who can deliver insightful and engaging presentations.

Seek diversity in perspectives and expertise to provide a well-rounded program. Communicate with speakers effectively, ensuring they understand the conference’s objectives and desired outcomes.

Our conference schedule was a tapestry of educational sessions, networking opportunities, and interactive experiences. We knew that purpose-driven entrepreneurs were more than just climate enthusiasts. So, we designed panel discussions, workshops, and Q&A sessions that would empower and engage our attendees, climate conscious investors, leaving them feeling ready to take on the world.

Leverage Technology

Incorporate technology into your conference planning to streamline processes and enhance attendee experience. Utilize event management software, such as Eventbrite, mobile apps, and online registration platforms to automate tasks such as attendee registration, session scheduling, and communication. Embrace virtual components if necessary, enabling remote participation and expanding the reach of your event.

Plan Strategically and Create a Detailed Timeline

Planning is essential to ensure a smooth and well-executed conference. Develop a comprehensive timeline that outlines all critical tasks, deadlines, and milestones. Begin preparations early, allowing ample time for venue selection, speaker acquisition, marketing campaigns, and logistical arrangements.

Implement Strategic Marketing

Marketing this conference was a huge success, and we executed it with style, even though our timeline was short. Armed with catchy hashtags, and a few well-placed graphics, we unleashed our campaign on social media. Industry partnerships and targeted advertising helped us share that our conference was the place to be—a chance to connect with fellow purpose-driven visionaries and spark collaborations that could change the world.

Now, dear readers, the day of the conference arrived, and I won’t lie—it was a whirlwind of energy, excitement, very little sleep, and the occasional frantic sprint behind the scenes.

Thanks to our meticulous planning and amazing team, everything ran like a well-oiled machine.

Success lies in the details. Pay attention to every aspect of the conference, from branding and signage to catering and transportation. Create a comfortable and inclusive environment for attendees, considering accessibility, dietary restrictions, and special accommodations. Professionalism and attention to detail will leave a lasting impression on participants.

Conference planning is a complex endeavor that requires a deep understanding of the event landscape. As an experienced PR professional, and Founder of Women in PR North America, I’ve organized numerous successful events throughout my career.

The inaugural Canadian Climate Investor Conference stands out as a career highlight—a platform where purpose-driven entrepreneurs and investors came together to create meaningful connections. Thanks to our founding partner the Toronto Stock Exchange, presenting companies had the opportunity to ring the closing bell, and kick-off the event in style.

Ways to work together:

  • Media Pitching: Work with our team at Talia Davis PR and Pink Pearl PR to pitch your product to major magazines, influencers, and high-profile publications.
  • Digital Marketing: Work with our team to develop your search engine optimization (SEO) strategy, or manage your Google ads. Ask us about our unique PR for SEO strategy for female entrepreneurs!
  • One-On-One: Work with Talia to create your signature offer and get media ready.
  • Coaching and Courses: The Public Relations Academy will help you create your own PR strategy with our guidance.

If you would like to work with me personally to grow your personal brand, book a call to see if we’re a good fit. Get on my mailing list for insider perks. 

Read my review of the Everything is Figureoutable book by Marie Forleo. Add the book to your reading list, and buy your copy from Amazon.

Download this complimentary workbook to implement 5 BONUS marketing ideas this week! Don’t forget to buy the FEMPRENEUR book (my own book!) available on Amazon to read more of my business-building secrets.

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