I have many years in conferences, both as an invited speaker and as an organizer, and perhaps some thoughts might be of use (or not!).

As a presenter/speaker/lab instructor I expected the host organization to pay for my travel and lodging. Meals, incidentals, transfers, etc., I didn't expect to be covered although most of the time they were. Airfare was always the high cost, followed by lodging. I flew cattle class and stayed in a simple room as I'm a simple man and did not require business or first class let alone a suite of sorts. I also expected to have the conference fee(s) waived. Most of the time these fees were waived without discussion, but a few times some back and forth straightened this out. In a nutshell I viewed it as my expertise, experience and knowledge were bringing in 'X' paying bodies, and so having my travel, lodging, and fees covered were fair play. I was aware of other speakers who in addition to this coverage also required a speaking fee. Might be important to note that most of this experience was earned while I was a bachelor, and so traveling the world on someone else's dime and teaching something that I have a passion for was a no brainer. I had no spouse nor child(ren).


As a conference organizer I found out quickly all the bullspit that goes on if allowed between the conference people and the speakers and attendees. I mean just some real picky crap about travel, transfers, lodging, etc. Our first conference we hoped for 100 attendees. We got nearly 200. Second year 350. Third year we limited attendance to 400 and it sold out in advance for the next couple of years. Until I stepped back from the well oiled machine and a few chuckle heads took over who saw dollar signs instead of a kick arse quality event at an affordable price point. Other similar conferences, in duration and topics and speakers, ran around $1000 for attendance (not including lodging). We charged $300. We also were a non-profit and so we weren't in it to make cash.

I think key factors in a successful conference;
- marketing
- timing
- location
- schedule
- topics / speakers
- financial cost

Marketing is always crucial. We didn't need to market because we knew the key speakers and having them participate brought in attendees. But never discount the long reach of marketing because some times attendees come who you never would have thought would come.

Timing - we picked a time of the year wherein there were no competing conferences. I don't know how many conferences there are for ponds / fish management, so this might not be a crucial factor. But timing also with respect to avoiding holidays, school dates of importance, etc. Depending upon the location, having a conference just ahead of or at the tail end of another event can bring in more attendees, such as a professional game, a concert, a festival, etc.

Location - we stayed in a suburb of Atlanta. That meant folks had to transfer from the airport, but it also meant lodging around $35 cheaper per night, more dining options and often lower price point, and more lodging options. Plus ample parking, less congestion, etc. Plus our conference fee including Internet, food, etc., was about 55% cheaper than a large hotel chain downtown.

Schedule - A few things here. One, we had downtime each day for folks to network, hang out, etc. We did two days lunch catered and two days not catered so folks could pick food and go off into groups or what not. We had one official dinner but otherwise again it was up to attendees. Having this time was popular from feedback. It wasn't go go go, there was 15 minutes between sessions, we started at 8:30 AM and ended at 4:30 PM. Two, we had a field trip optional for attendees. This 2 hour trip allowed folks to come along or do their own thing. Most came along to see how easily a computer could be booby trapped to explode - we did this at a local rock quarry complete with emergency services. Also, we had multiple tracks running each day, but we tried to get every topic repeated on a different day and time so ideally an attendee would hit every session they wanted.

Topics / speakers - some of this is above, but we had a variety of topics from beginner to expert and we tried to select speakers who A) knew their sh*t and B) were personable and not a schmuck. I definitely did not invite some experts because of their known attitudes.

Last but clearly important the direct and obvious cost and the overall total cost. We charged a fee that covered all expenses and provided a profit that was put back into the organization for next year's conference. You can't afford to lose money, but you can choose what percent to make. By staying away from a conference center we avoided the high costs associated with it - we chose a university who had a single building that we took over and used for the four day conference. The university already had Internet, labs, and classrooms so costs were minimal. At some point the chuckle heads looked at a conf center and saw just what the entrance fee was to rent it and decided yeah the uni was the best choice for us. LOL

Some already said it best you can't please everybody. You basically try to put on an event for the most number of folks who can attend and learn.