How do you match the conference agenda to the event theme?

1 Define your theme

Before you start working on your agenda, you need to have a clear and compelling theme for your conference. A theme is the overarching message or idea that you want to convey to your attendees and that guides your content and format choices. A theme should be relevant, specific, and memorable, and it should resonate with your target audience and their needs and interests. To define your theme, you can start by brainstorming keywords, phrases, or questions related to your conference topic, scope, and objectives. Then, you can narrow down your options and test them with your stakeholders, speakers, and potential attendees to get feedback and validation.

2 Choose your format

Once you have your theme, you need to decide on the format of your conference agenda. The format refers to the structure and duration of your sessions, the types and number of speakers, the balance between presentations and discussions, and the use of interactive and creative elements. The format should be consistent with your theme and support your learning outcomes and engagement goals. For example, if your theme is about innovation and collaboration, you might want to opt for a format that encourages participation, experimentation, and networking, such as workshops, panels, or hackathons. On the other hand, if your theme is about sharing insights and best practices, you might prefer a format that showcases expertise and case studies, such as keynote speeches, fireside chats, or demos.

3 Select your speakers

Your speakers are the main attraction of your conference agenda and the primary source of value and inspiration for your attendees. Therefore, you need to select speakers who are not only knowledgeable and credible in their fields, but also aligned with your theme and able to deliver engaging and relevant content. To select your speakers, you can start by identifying the key topics or sub-themes that you want to cover in your agenda and that match your theme. Then, you can research and reach out to potential speakers who have expertise, experience, or perspectives on those topics or sub-themes. You can also ask for recommendations from your network, partners, or sponsors, or invite submissions from your audience.

4 Organize your sessions

After you have your speakers confirmed, you need to organize your sessions in a logical and coherent way that follows your theme and creates a smooth and satisfying flow for your attendees. To organize your sessions, you can start by grouping them into tracks or categories based on their topics or sub-themes. Then, you can arrange them in a chronological order that builds on the previous sessions and leads to the next ones. You can also consider the timing, length, and frequency of your sessions, and make sure to include breaks, transitions, and buffers to avoid fatigue and confusion. You can also add some variety and diversity to your sessions, such as mixing formats, speakers, and levels of difficulty, to keep your attendees interested and challenged.

5 Communicate your agenda

Finally, you need to communicate your agenda to your attendees and stakeholders in a clear and attractive way that highlights your theme and the benefits of attending your conference. To communicate your agenda, you can use different channels and tools, such as your website, social media, email, or mobile app, to reach your audience and provide them with the information and updates they need. You can also use visual aids, such as graphics, icons, or colors, to make your agenda easy to read and understand. Moreover, you can use storytelling techniques, such as headlines, summaries, or testimonials, to convey the value proposition and the emotional appeal of your agenda and your theme.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?