The Complete Roadmap to Planning Your Annual User Conference
Want to deliver your best annual user conference yet? Our guide will help you navigate every key stage—right from initial planning and vendor selection to post-event strategy. Get real-world insights from experts who have experienced it all.
Initial Planning & Strategy
Lay a solid foundation for your annual user conference by setting clear objectives, developing your event budget, choosing the ideal venue and event tech stack, and initiating outreach to secure top industry speakers.
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Vendor Selection & Management
Identify key vendors—production agencies, talent buyers, swag suppliers, signage partners, food, entertainment, etc. Create effective RFPs and streamlined processes for onboarding and collaborating with vendors.
Event Promotion Strategy
Develop a marketing strategy to promote your event, increase registrations, announce sponsors, and build FOMO. Implement tactics such as early-bird ticket pricing and prioritize sales engagement with your existing customers and prospects.
Operational & Experiential Planning
Achieve operational alignment by ensuring all staffing, technical, and platform needs are in place. Aim to build an exceptional attendee experience through relevant content, convenient scheduling, and surprise and delight moments.
On-Site & Final Preparations
Conduct dry runs for speakers, test AV, and finalize logistics to deliver a seamless event. Provide your staff with the necessary training, assign clear responsibilities, and remember to prepare contingency plans.
Post-Event Strategy
Develop a frictionless process for collecting attendee feedback, analyzing performance, and developing performance reports. Invest in content repurposing—share highlights, session recordings, behind-the-scenes content, etc.