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Conference Planning


Whether you’re new to conferences or simply considering taking on a new partner, LearnQuest can help. Contact us today for more information on how LearnQuest can help you host your best conference yet.

Free Consultation

Meet with a LearnQuest conference specialist to learn more about conference planning.


or call 877-206-0106

If you expect ten or ten thousand attendees, LearnQuest's global conference team will sweat the details and deliver an event to remember. Below are a list of ways LearnQuest can help you plan your conference.

Pre-event

  • Venue search and site visit
  • Negotiate contract with venue and suppliers
  • Design and host event website
  • Set up and maintain registration system – regular reporting
  • Marketing assistance to drive attendance (mailing campaigns, social media communication, sales campaign)
  • Logistics assistance for registered attendees via conference mailbox/phone
  • Manage hotel block bookings
  • Set up and lead regular planning calls
  • Coordinate with the content team to come up with the conference schedule
  • Expo: coordinate marketing and selling of conference sponsorships
  • Designs: Floor plans, flyers, expo stands
  • Help with visa applications/legal documents (if applicable)

During event

  • Organization and transportation/shipment of conference material
  • Venue set-up
  • Design, print and set up signage (floor plans, daily schedules, room names)
  • Design and print deliverables (conference guide, lab instructions, evaluation forms)
  • Collate attendee receivables (backpack/bag, handouts, gifts, etc)
  • Registration and info desk (for duration of conference)
  • Provide printed conference badges to all attendees at registration desk
  • Onsite coordination with suppliers (food/beverages, AV, IT)
  • Coordinate off-site dinner or event
  • Travel coordination (from airport, to off-site event)
  • Recruit and coordinate hostesses/conference assistants
  • Track session attendance
  • Collect evaluation forms
  • Expo: Set up Expo area, support sponsors with local needs, coordinate tracking of sponsor booth visits (via hand-held scanners)

Post-event

  • Tear-down and clean-up at end of event
  • Transcribe or scan evaluation forms from sessions and overall conference
  • Provide post-event report

If you are interested in having LearnQuest host your next technical conference or training event, please contact us at IBMConferences@Learnquest.com.

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