What we learned organizing conferences. A look inside Lambda World

Organizing a tech conference is challenging but rewarding.

The Lambda World team shared insights from their experience organizing the annual Functional Programming conference in Cádiz.

Key Takeaways:

Planning Essentials:

Define your target audience and tailor the event to their needs. Build a diverse, cohesive team with a shared vision. Establish a strong ideology and incorporate local culture.

Budgeting Basics:

Calculate expenses (food, venue, speaker costs, A/V, design). Set ticket prices considering sponsorships and attendee numbers.

Sponsor Management:

Understand company budget cycles and approach sponsors early. Research similar conferences for potential sponsors. Design appealing sponsor perks and maintain post-event communication.

Speaker Coordination:

Conduct background checks to ensure alignment with your conference’s values. Include clear deadlines in communications and ensure timely responses. Cover speaker expenses and offer travel booking options.

Attendee Engagement:

Foster open communication via emails, newsletters, and chat platforms. Use tools like Eventbrite, MailChimp, and Typeform for ticketing and feedback.

General Advice:

Delegate tasks effectively and prepare for last-minute issues. Stay humble, be nice, and handle conflicts with care. Pay attention to details to give the event a unique identity. Following these strategies, the Lambda World team successfully organized a meaningful and enjoyable conference supporting the local economy and community.