How to Host a Conference/Planning

The amount of planning, committee work, advance deadlines, etc., in part depends on the size conference you are planning. A general rule is to allow about a month for every 20 participants. For example, if you are expecting 200 attendees, you should begin to prepare at least 10 months in advance.

The general dates and time of the conference should be suggested by local variables as well as OWASP speaker availability. For example, it may not be a good idea to plan a conference in Wisconsin in January or Texas in August due to potential weather conditions. Check the OWASP conference schedule to make sure there are not any conflicting events. If you plan to invite out of town speakers, it’s best to arrange them months in advance. Good speakers and instructors are often booked up to a year in advance.

Consider the size and scope of your conference. Small groups can be hosted nearly any time. But larger groups will require housing, transportation, and food services that might conflict with other events. Make sure to check the local community events to ensure there will be adequate accessibility to these needs.

Having a cohesive, comprehensive plan for your event is key to the success of your event. While all plans change it is important to consider all of the elements listed in the following tabs when developing your conference planning package.

Once you have developed your plan submit it to the Global Conferences Committee for review and consideration.