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Organizing a conference might not be the easiest task on your to-do list, but it’s definitely manageable if you have the right checkboxes to complete. In this article, we’ve gathered insights from the organizers of the large-scale online conference She Is Tech, that unites more than 1,000 women entrepreneurs, top managers, and social activists from Europe and the US. Drawing from their first-hand experience, we’ll discover tips, common challenges, and strategies for executing such events, as well as what to focus on afterwards.
This might seem obvious, but in practice, it’s not always simple (think of all those last-minute deadlines). When planning a large-scale event, you need extra time before day X to ensure everything is in order and to have backup plans in place in case of emergencies, such as technical issues, platform failures, or speaker dropouts.
“Be prepared—the bigger the event, the more details can slip through the cracks, and the more things can go wrong. The key is responding calmly and effectively with your team.”
Choose your event date carefully. Avoid scheduling on the same day as other major conferences that your target audience might be attending. You can find a list of upcoming conferences here. Also, consider the time of year—attendance tends to drop in August and December when many professionals are on vacation or holiday.
Creating a diverse agenda is no small feat, especially when you want to engage a global audience. There are two key types of topics to consider: universal themes and context-specific issues. Universal topics, like salary reviews, resonate across borders, while context-specific issues, such as crises, are perceived through each attendee’s unique cultural lens. For She Is Tech, curating content that resonated with people from different regions and at varying levels of expertise required careful planning.
“Our only criterion is that the audience should be interested in listening and that the speaker’s passion shines through during the talk.”
When looking for speakers, your LinkedIn network is a great place to start. Also, pay attention when colleagues mention giving a talk or writing an article, and make sure to double your networking efforts at other conferences.
Allocate enough time for this process. You’ll need to conduct background checks (to maintain the event’s credibility), possibly adjust presentations, and hold technical run-throughs. Finding a speaker just a week before the event isn’t convenient for you—or the speaker.
The biggest advantage of an offline event is the face-to-face interaction (and, of course, the free merchandise)—something that can be hard to replicate in digital space. However, with the rise of online events, many people now prefer attending conferences from the comfort of their own home, eliminating travel time and costs.
You’ll need a strong brand presence to convince people to travel to another city or country for your event, though.
“Seeing real faces instead of avatars is undoubtedly better, but there are plenty of ways to compensate for the lack of in-person interaction, especially with the global reach of online events.”
In some ways, an online format can simplify logistics, since you don’t need to rent a venue or manage on-site equipment. But it’s still important to plan for logistics, such as shipping gifts to speakers or merchandise to attendees.
A “perfect” conference is a balanced mix of insights, knowledge sharing, and community building.
“Networking and community building often have a long-lasting impact beyond the knowledge gained in the sessions.”
As the organizer, it is your responsibility to create the most favorable environment for attendees. For She Is Tech, it all started with a Discord chat. But as the community grew, they needed more tools and functionality, so we developed our own platform. It fosters ongoing conversations, gamification, and social media engagement. Most importantly, you need to listen to your community’s needs and desires.
Once you’ve gathered your audience and captured their interest, their enthusiasm will take the lead. No one knows better than they do what topics they want to talk about or explore, so they’ll naturally begin sharing experiences and suggesting future presentation ideas. Your role is to facilitate, not dictate.
“After a successful kick-off, things start to flow as the audience shares their ideas, helping the conversation grow naturally with fresh insights.”
The She Is Tech community has evolved into a diverse group of female senior professionals, CEOs, women in the middle of their careers, and girls, who are only considering STEM paths. With such a vibrant audience, we strive to meet their needs—sharing real, unfiltered stories of success and failure, offering advice, and providing a supportive space for inspiration.
The good news is that the She Is Tech conference is coming back—bigger, more diverse, and more exciting than ever. Expect an engaging platform, top-notch speakers, and insightful topics. Join us on this journey! Details and registration can be found here.
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