How do you manage a conference team?

1 Define the scope and objectives

The first step in managing a conference team is to define the scope and objectives of the conference. What is the purpose, theme, and target audience of the event? What are the desired outcomes and deliverables? How will you measure the success and impact of the conference? These questions will help you to align your team with a common vision and direction, as well as to establish the budget, timeline, and resources needed for the conference.

2 Assign the team roles and responsibilities

The next step is to assign the team roles and responsibilities according to the skills, expertise, and interests of your team members. A conference team typically consists of several sub-teams, such as program, marketing, logistics, finance, and sponsorship. Each sub-team should have a clear leader who is accountable for the sub-team's tasks and results, and who reports to the overall conference manager. You should also define the communication channels and tools that your team will use to coordinate and collaborate, such as email, chat, video calls, or project management software.

3 Monitor and support the team progress

Once you have assigned the team roles and responsibilities, you should monitor and support the team progress regularly and proactively. You should set up frequent check-ins and meetings with your team leaders and members to review the status, milestones, and issues of the conference planning and execution. You should also provide feedback, guidance, and recognition to your team, as well as address any concerns or challenges that they may face. You should also be flexible and adaptable to any changes or opportunities that may arise during the conference process.

4 Manage the team conflicts and expectations

Another important aspect of managing a conference team is to manage the team conflicts and expectations. Conflicts may occur within or between sub-teams due to different opinions, perspectives, or priorities. You should handle these conflicts constructively and respectfully, by listening to both sides, acknowledging their feelings, and finding a mutually acceptable solution. You should also manage the expectations of your team and other stakeholders, such as speakers, sponsors, and attendees, by communicating clearly and transparently, setting realistic and achievable goals, and delivering on your promises.

5 Evaluate and celebrate the team performance

The final step in managing a conference team is to evaluate and celebrate the team performance. You should conduct a post-conference evaluation with your team and other stakeholders to assess the strengths, weaknesses, opportunities, and threats of the conference. You should also collect feedback from the speakers, sponsors, and attendees to measure their satisfaction and engagement with the event. You should then use this information to identify the best practices, lessons learned, and areas for improvement for future conferences. You should also celebrate the team performance by acknowledging and appreciating their contributions, achievements, and efforts, and by rewarding them with recognition, incentives, or fun activities.

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?