Conference programme – your path to a professionally planned conference

What makes a successful conference?

Anyone planning a conference has a complex task ahead of them. We recommend a holistic approach for an optimal conference experience.

Lay the foundation with a clear goal and a well-thought-out agenda. Put your guests at the centre of attention with comprehensive participant management, which creates the basis for satisfaction and high participation.

Everything must run smoothly behind the scenes: solid logistical organisation is essential for guests and the organiser. The conference should be efficient, modern and lively. Find out about best practices and don’t shy away from interactions!

Ultimately, every conference is an individual project – but with the above success factors as a guideline, you can significantly increase the likelihood that both the organisers and the participants will be satisfied in the end.

How do I obtain feedback on the conference?

Feedback from participants will be extremely helpful to you!
Participant feedback helps you to improve quality. This enables you to further develop future conferences in a targeted manner. In addition, those who obtain feedback show that they value the opinions of participants. Those who are taken seriously and appreciated will be happy to return if they are interested.

Positive feedback can be passed on to speakers, sponsors and suppliers. This strengthens cooperation and makes future collaborations more likely.

How to gather feedback?

For example, with the help of online surveys, QR codes on site + short links, feedback rounds at the end of the conference or event apps with integrated evaluation functions. At BITOU team events, we use Microsoft Forms for online surveys or quizzes. A free alternative would be Google Forms, for example.

➡️ Tip: Ask short, specific questions (e.g. school grades, star rating, 2–3 open questions).

Which digital tools help with conference planning?

Digital planning tools: Project management and event management tools help you keep track of everything right from the preparation stage. There are specialised software solutions that cover all steps from budget planning and scheduling to task tracking. This allows to-do lists, responsibilities and deadlines to be managed transparently for the team. Some event planning tools also enable coordination with service providers (e.g. location, catering, technology) via central platforms. This ensures that everyone involved is up to date.

Online registration and participant apps: Digital solutions also play a major role in participant management. Online registration systems enable guests to register themselves, book tickets or select workshops. Such systems save organisers time and reduce errors, as registration data can be automatically recorded and evaluated. At the event itself, digital access control (e.g. QR codes on tickets, electronic check-in apps) facilitates admission and provides real-time overviews of attendance. In addition, more and more organisers are relying on special event apps for their conferences. An event app bundles all the important information for participants in one place: agenda, speaker profiles, participant list, site plans, etc. – all accessible on a smartphone.