How to Organise a Successful Business Conference Reading Questions and Answers

The Blog post contains the following IELTS Reading Questions:

  • IELTS Reading Notes Completion

Stay informed and prepared for success – Explore our comprehensive Reading Test Info page to get valuable insights, exam format details, and expert tips for mastering the IELTS Reading section.

IELTS Reading Passage How to Organise a Successful Business Conference

How to Organise a Successful Business Conference

To start with

Advance planning is the key to a hassle-free conference. The key players of a successful conference are the delegates, so identify the audience and then tailor the programme you are planning to their particular needs.

Where and when

The date and venue should then be chosen. These are often interdependent, and when choosing the date take into account the timing of similar regular events which may clash. Also, consider holiday periods which may mean that people are away and so will not be able to attend.

When choosing a venue, check how easy it is to reach by train and plane etc. and the availability of parking for those driving. Visit the venue personally: consider the size of the main lecture hall and whether it is big enough for the anticipated number of delegates, then look into the potential of having breakout areas for separating into a number of groups for discussions. Then check whether there is a suitable lounge area for the tea/coffee breaks and an exhibition space for display stands if required.


The next stage is to choose the speakers and invite them, making sure you give them ample notice so they are more likely to be available. Ask only those people that you know speak well. Do not try and speak yourself in addition to organising the conference, as this will be too demanding.

Contacting people

Let people know the date and venue by an early mailshot. This allows them, if they are interested, to put the date into their diaries. At the same time, contact all the speakers again, confirming their particular topic, the audio-visual aids which will be available and finding out their accommodation requirements. Ask them to provide a written summary of their presentation for distribution to delegates at the conference.

Final arrangements

Approximately 4-5 weeks before the conference, confirm the provisional numbers with the venue. Contact them again about two weeks prior to the conference to confirm final numbers, decide on menus and finalise the arrangements.

Prepare delegate packs to include a name badge, delegate list and programme. The venue should provide pads of paper and pens. Then prepare questionnaires for all delegates to complete at the end of the conference. Their responses will enable you to gauge the success of the conference and start planning the next one!

Unlock your full potential in the IELTS Reading section – Visit our IELTS Reading Practice Question Answer page now!

Recommended Questions:

Renewable Energy IELTS Reading Question with Answer

Questions 15-20

Complete the notes below.

Choose ONE WORD ONLY from the text for each answer.

Write your answers in boxes 15-20 on your answer sheet.


First steps:

— decide who the conference is for

— ensure the programme fulfils delegates’ requirements

Venue and timing:

— try to avoid scheduling the conference during 15 ……………. times or when other annual conferences occur

— check accessibility by different modes of transport

— choose a place with a large hall and also 16 ……………. spaces for smaller meetings


— choose appropriate speakers

— give the speakers as much 17……………. as possible


— send out a mailshot to potential delegates

— confirm individual details with speakers, check if they will need accommodation and request a 18……………. of their presentation

Final tasks:

— give the venue precise numbers of attendees

— make sure each person attending receives information about the conference and a 19……….. for identification

— use 20………… to get opinions on the conference

Boost your performance in Summary, Notes, Table, and Flowchart Completion tasks. Click here to explore our detailed guide and learn how to effectively complete summaries, notes, tables, and flowcharts in the IELTS Reading section.

Unlock your full potential in the IELTS Reading section – Visit our IELTS Reading Practice Question Answer page now!

Recommended Questions:

Renewable Energy IELTS Reading Question with Answer


15 Answer: holiday
16 Answer: breakout
17 Answer: notice
18 Answer: summary
19 Answer: badge
20 Answer: questionnaires


We hope you found this post useful in helping you to study for the IELTS Test. If you have any questions please let us know in the comments below or on the Facebook page.

The best way to keep up to date with posts like this is to like us on Facebook, then follow us on Instagram and Pinterest. If you need help preparing for the IELTS Test, join the IELTS Achieve Academy and see how we can assist you to achieve your desired band score. We offer an essay correction service, mock exams and online courses.

Scroll to Top