Question

Topic: Strategy

Hosting A User Conference

Posted by Anonymous on 3/10/2009 at 11:22 AM ET 250 Points
I am planning our first ever software user conference in 2010. The conference would including training, Q and A panels, workshops, networking, food, gifts, etc. It would be a 2-3 day learning experience for our clients.

There would be fee to attend.

I'm starting off by sending all of our clients (the users) a survey asking what they'd like covered, where they'd want the event, when in 2010, etc.

Based on the results of that survey the planning will take more specific direction.

I'll need to arrange Meeting space (training rooms, banquet hall for welcome reception), badges, gift bags, printed materials, breakfast, lunch, dinner for 2-3 days, AV, registration, block of hotel rooms, activity/outing, some type of outside assistant like with an independent meeting planner (because only me planning).

Does anyone have any idea an average cost/budget for hosting a user conference for 100 or 200 people?

Also, we are launching our new product 1st quarter 2010, so I'm assuming I should have something about that at the event as well.

Any feedback, ideas, experiences, suggestions is greatly appreciated.


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RESPONSES

  • Posted on 3/11/2009 at 7:58 AM Author
    Thanks NuCoPro. That's good I did make the surey multiple choice - 10 questions. All very good suggestions.
    Do you have any idea as far as cost/budget for an event like you decribed? 100 or 200 people in Orlando or Vegas or Chicago?
  • Posted on 3/11/2009 at 9:38 AM Accepted
    I don't think you're going to be able to average a budget until you at least decide on a city to hold the event. The cost can vary greatly depending on where you hold the event.

    If you need some preliminary numbers I think an event planner is a great idea. They will be familiar with all the small details that can greatly increase your total. You may want to pick a few large cities and have them give you a rough estimate for each.

    For the surveys, are you sending them out via email or through the mail? People will be more likely to respond if you have the survey online and send an email where they can click on a link and just answer the questions quickly. Make sure to tell them up front how much time answering the question is expected to take as well and the benefit to them for doing so.

    When you get to the point where you are actually sending out invites to your show, consider sending postcards with a magnet attached. The magnet can have the show information and a brief schedule printed on it so the participants have a reminder they can hang onto after the invite has been thrown away.

    If you need help finding products for your giveaway items, feel free to contact me through my profile. I'd be happy to help you find the perfect items that can be printed with your logo. You could even consider having each participants name engraved on something to add an extra touch of personalization.
  • Posted on 3/11/2009 at 9:45 AM Author
    Yes, I agree I will need an event planner. I'm planning this for 2010. Depending on the survey results, I'll decide when and where.

    The survey is via email with a link.

    Is 12-15 months is adequate for planning?

    Do you think that sending the survey now (mar 09) for a conference in 2010 will still result in responses and accurate ones?
  • Posted on 3/11/2009 at 10:25 AM Author
    Ok, I just sent an estimated budget inquiry to some of the event planners I'm considering working with.

    With that, I can give my boss a rough idea of total budget to seek final approval.

    Then I'll send the survey, pick the planner, and get cracking!

    Thank you! I'm open for any other ideas or suggestion that worked for you in the past as well.

    Thanks again so much.
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