With 53 weeks and 365 days, there is plenty of choice for scheduling your conference throughout the year. However, rather than picking a date at random, the process of elimination promises better results.
Cross these off immediately
At the very top of the list of days that are absolutely out of the question are the beginning and end of the year. While the time before the Christmas holidays may be widely known as the most reflective time of the year, things are far from quiet in many places. Instead, everyone is busy trying to carry as few tasks as possible into the new year and is working diligently to finish everything that still needs to be done. Attending a conference is likely not on anyone's priority list. The situation is similar at the start of the new year. While some are still on vacation, others are already back in the swing of things, busy tackling their first urgent tasks.
To put it pragmatically: the last two weeks of December and the first two weeks of January are off the table as potential conference dates.
That leaves 344 days and 49 weeks. That’s a small step forward, but still a lot of options.
Summer, sun, conference?
Better not. "Vacation" is a much better fit here than "conference." If there is one season when most people head off on vacation, it is definitely summer. All days in July and August are therefore the next ones you can cross off. It’s convenient that these two months are also the warmest, because let’s be honest: spending time outdoors is often more pleasant than spending hours in halls and seminar rooms. As temperatures rise, many also struggle with a drop in concentration, which is why choosing a date during the rather uncomfortable winter months would be a clear advantage in that regard—a plus point in sub-zero temperatures, so to speak.
Completely out of the question
Other calendar days on which you should avoid scheduling a conference are all public holidays. This applies both to the country where the event is taking place and to countries from which many participants are expected to travel. Otherwise, you could see a noticeable drop in attendance. Of course, no one would have to take extra time off to attend the conference on such days, but all other plans would be ruined. And for many, spending time with family is likely to be a higher priority than moving from one session to the next.
Also, consider which events with a similar thematic focus might be of interest to your target audience throughout the year. Check when these are taking place and schedule your conference for a different day. Using this method, you should easily be able to rule out a few more days entirely. At best, some of your potential attendees might also be interested in your conference. It is better not to try to compete directly with others. Your event might actually be the better of the two, but it’s equally possible that no one will be able to judge that because they all chose the other one.
Personal decisions also come into play with elections and referendums. Both postal voting and attending a conference are certainly possible, but on election day, many will prefer to follow the latest developments and news rather than the content of your event. Furthermore, if you are keen to have your conference featured in the media, you will have very poor prospects on that day.
It is not much different with sporting events. It is better to avoid scheduling your conference on the same day as, for example, the FIFA World Cup final. Interest in certain sports varies depending on the nationalities of the participants. If you only expect visitors from German-speaking countries, for example, you don't need to worry about the "Super Bowl" weekend in your planning.
What remains
Not quite as much compared to the starting point. Nevertheless, you still have enough options. The best time is therefore one that falls in spring or autumn. During the first few months of the year, the chances are often even better because annual budgets are far from being exhausted.
Perhaps there is also a special anniversary that can be well linked to the topic of your event. For a marine biologist congress, World Oceans Day would be a good fit; for an IT conference, European Data Protection Day.
Monday or Friday?
Now a decision must be made regarding the day of the week.
There are some helpful tips here as well. What kind of conference is it? One where attendees pay for their own participation and you aren't necessarily targeting scientists or companies? Or is it a medical congress? Then schedule the event for a weekend. Otherwise, participating doctors would have to close their practices for several days, or clinic staff would be unavailable, causing ward operations to suffer. Employees would also have to take extra vacation time. Those who already have other vacation plans will rarely be willing to give them up for an event. Towards the end of the year, there is also the issue that all vacation days have already been used up. The situation is different for events that have a direct connection to the participants' current profession and whose employers contribute to or cover the costs entirely. In such a case, a date during the week is less problematic.
If the conference is to start on a Monday, the weekend provides enough time for travel. In the middle of the week, it becomes increasingly difficult the further away the place of residence and the conference location are from each other. The enthusiasm for this will be limited, at the latest, when someone has to set off for the conference after an eight-hour or longer workday. In this context, it is interesting to estimate in advance how long the travel routes will be. Are the people likely to register later those who do not live near the venue? If the travel distances are not exactly short, it would be advisable to consider the weekend just for that reason, to allow everyone a stress-free journey. Visitors could then use the time before the start of the conference to explore the city—something that is often neglected at many events.
Sometimes, however, Monday is precisely the most unsuitable day. Especially at the beginning of the week, there is a lot to be done or prepared. For example, there are emails that still need to be answered, or the task planning for the rest of the week is pending. It would therefore be better to consider Tuesday, Wednesday, or Thursday.
Friday, on the other hand, is generally considered the most unpopular day. At the end of a long work week, many people are more in the mood for relaxation than for a conference.
What factors do you consider when choosing a date? Have you perhaps even experimented with different days of the week or months? We look forward to your comments.
