What is a Conference?

A conference is a planned event where people from the same industry or field meet to hear talks, take part in sessions and network, usually over one to three days. Conferences range from 50-person seminars to international events with thousands of delegates across several rooms.

How a conference works

Most conferences combine several session types:

  1. Plenary or keynote: the whole audience in one room for opening talks and headline speakers.
  2. Breakout sessions: smaller parallel talks or panels in separate rooms, so delegates choose what to attend.
  3. Workshops: hands-on sessions with limited places.
  4. Exhibition: a hall where sponsors and suppliers have stands.
  5. Networking: breaks, lunches and evening receptions built into the programme.

Behind the scenes, a conference manager coordinates the venue, speakers, AV equipment, catering and staff. Running several rooms at once is close to running a multi-stage festival, which is why many organisers use Crescat for conferences and trade shows.

Conference vs trade show

A conference is built around talks and sessions, with an exhibition as a side feature. A trade show is built around the exhibition floor, where companies show products to buyers, with talks as a side feature. Many large events combine both.

Example conference day

  • 08:30 Registration and coffee
  • 09:30 Welcome and opening keynote
  • 10:30 Break and exhibition
  • 11:00 Breakout sessions in three rooms
  • 12:30 Lunch and networking
  • 14:00 Panel discussion
  • 15:30 Workshops
  • 17:00 Closing keynote, followed by drinks reception

Frequently asked questions

How far in advance should you plan a conference?

A small conference can be organised in three to six months. Larger events usually need nine to twelve months or more, mainly to secure the venue, book keynote speakers and sell sponsorship.

What is a breakout session?

A breakout session is a smaller session that runs at the same time as others in separate rooms. Delegates choose which to attend, so a conference can cover more topics than one main stage allows.

What is the difference between a conference and a seminar?

A seminar is usually a single, smaller session focused on one topic, often with a teaching style. A conference is a larger event made up of many sessions, speakers and networking opportunities.

Related terms