Planning a conference? Juggling speaker availabilities, session scheduling, and attendee registration can quickly turn into a logistical nightmare. Thankfully, conference schedulers come to the rescue, offering a powerful suite of tools to streamline the process and ensure a successful event.

This article explores the world of conference schedulers, diving deep into their functionalities, benefits, and how to choose the right platform to manage your next conference like a pro.

The Arsenal of Conference Schedulers

Conference schedulers are feature-rich platforms designed to simplify conference management. Here's a look at some key functionalities:

• Speaker Management: Manage speaker submissions, track their availability, and schedule presentations.

• Session Scheduling: Create different session types (e.g., talks, workshops, panels) and schedule them across tracks and time slots based on speaker availability and attendee interest.

• Abstract Management: Collect, review, and manage speaker abstracts, allowing attendees to browse and choose sessions beforehand.

• Registration Management: Set up registration workflows for attendees, handling online payments, ticket types, and attendee information.

• Event App Integration: Integrate with event apps to provide attendees with mobile access to the conference schedule, speaker bios, and networking opportunities.

• Networking Tools: Facilitate networking through features like attendee matchmaking or one-on-one meeting scheduling.

• Analytics & Reporting: Track key metrics like registration numbers, session attendance, and feedback to gauge event success and plan future conferences.

Benefits of Using a Conference Scheduler

• Enhanced Efficiency: Streamline conference planning and execution by automating tasks and managing everything in one centralized platform.

• Improved Organization: Maintain a clear and organized schedule accessible to both speakers and attendees.

• Increased Attendee Engagement: Allow attendees to personalize their conference experience by selecting sessions and networking with relevant participants.

• Reduced Administrative Burden: Automate mundane tasks like registration management and communication, freeing up time for other aspects of event planning.

• Data-Driven Decisions: Gain valuable insights through analytics to measure conference success and improve future events.

Choosing the Right Conference Scheduler

With a vast array of conference scheduler options available, selecting the right platform hinges on your specific needs. Here are some key factors to consider:

• Event Size & Complexity: For smaller conferences, basic features might suffice. Larger events with multiple tracks and networking elements require more advanced functionalities.

• Budget: Conference schedulers offer different pricing models. Choose a plan that aligns with your budget and event scale.

• Mobile App Integration: Consider the importance of a mobile event app and ensure the scheduler seamlessly integrates with one.

• Functionality & Integrations: Prioritize features relevant to your conference format (e.g., poster sessions, breakout rooms) and ensure compatibility with existing tools.

• Ease of Use: Choose a user-friendly platform for both event organizers and attendees.

Popular Conference Scheduler Options

Several conference schedulers cater to various event formats and needs. Some leading choices include:

• Sched: A popular option with robust features for managing complex conferences with multiple tracks.

• Whova: Offers a user-friendly platform with a strong focus on attendee engagement and networking tools.

• Eventbrite: A well-known platform offering registration management, ticketing, and basic conference scheduling functionalities.

• Accelevents: Focuses on virtual and hybrid conferences, with features for live streaming, webinars, and virtual booths.

• Cvent: A comprehensive platform offering a wider range of services alongside conference scheduling, including venue sourcing and attendee management.

Conclusion

Conference schedulers are invaluable tools for anyone planning a successful conference. By leveraging their features and functionalities, you can manage speaker schedules, attendee registration, and event logistics seamlessly. Choose the right conference scheduler, and watch your next event run smoothly, fostering an engaging and enriching experience for all participants.