Organizing a Digital Conference: 5 Steps to Success


A digital conference is a gathering of people online to participate in an interactive discussion.

This can be done through live streaming, where speakers and attendees are in the same space, but they’re not actually together. A digital conference is also known by other terms, such as cyber conference, webinar, or e-learning event.

Given that many people are interested in attending conferences but don’t have the means to do so physically, this option provides an effective way for them to connect with others who share similar interests.

If you’re part of an organization that’s thinking of holding a virtual conference, read on. Here are five steps that can help make it more successful.

  1. The Planning Stage

Before you do anything else, make a list of the factors to consider when planning such an event. Think about what’s most important for you and your team to achieve in terms of content, audience engagement, and revenue generation.

After this groundwork is done, you’ll be able to figure out how best to go about organizing the conference.

Start by making a list of people who could share their expertise. Once you have that information, identify potential dates and locations for the event. Decide on the format, content, and tools (consider a virtual conference platform that has an instant conference call feature) you’ll use to run it.

  1. The Presentation Stage

It’s important that your presentation has a structure that makes sense for the audience and a flow that is easy to follow. To do this, start with an introduction in which you give attendees background information about what they can expect from the conference—its topics, speakers, and time frame.

If there are sponsors involved, acknowledge their contribution first. Also, thank them during your closing remarks.

Next comes the main part of your presentation. First, introduce each speaker briefly, then let them deliver their part of the discussion.

  1. The Closing Stage

At the end of your conference, it’s important to close off on an inspirational or educational note. For example, remind people about the goals of the event and let them know what they should take away from it.

This is a good time to thank sponsors again for their support and share some ideas for the next step. You can encourage participants to participate in online discussions or follow up with speakers.

In addition, request that attendees leave feedback on how you can improve future conferences or suggest names of other possible speakers.

  1. The After-Event Stage

A digital conference doesn’t necessarily have to conclude when the last session ends. Follow up with a blog post that summarizes what was discussed and includes links to videos or transcripts of the sessions. Encourage readers to share their feedback and ask for suggestions on how you can improve future events.

If you don’t reach your goal right away, be patient—you may need more time before the news about your conference reaches as many people as possible.

  1. The Legacy Stage

It’s important to capture what you’ve learned from organizing a digital conference so that you can apply it to future events. Ensure your team has documented how each stage was planned and executed, including costs, pitfalls, and benefits.

Hold a Successful Digital Conference

The key to a successful digital conference is planning. Have a clear structure and agenda, focus on your audience, and keep in mind what you want to get out of the event.

If you’re new to this, consider partnering with a professional conference call services provider who can help you get things off the ground smoothly.

For more information, check out the other articles on our website.