Software Company User Conference Planning Form

Plan Your Software User Conference with Ease

Organizing a software company user conference is no small feat. Between coordinating workshop sessions, managing exhibitor booth layouts, scheduling networking events, and handling swag distribution, there are countless moving parts to track. This Software Company User Conference Planning Form gives you a centralized, professional way to capture all the critical details you need to deliver an exceptional event experience.

Why This Template Works for Software Companies and Event Teams

Software companies hosting user conferences face unique challenges. Your attendees expect cutting-edge experiences, seamless technology integration, and opportunities to connect with product teams, fellow users, and industry partners. Whether you're a SaaS company planning your annual customer summit, a B2B software firm organizing a regional roadshow, or an event agency managing tech conferences, this template helps you coordinate every aspect from a single, organized form.

The form captures essential planning elements including workshop session proposals, speaker information, exhibitor booth requirements, networking event preferences, and swag distribution logistics. By digitizing your conference planning workflow, you eliminate scattered spreadsheets, endless email threads, and the risk of missing critical details.

Comprehensive Conference Planning in One Place

This template is designed to help you collect structured information from all conference stakeholders:

Workshop & Session Planning: Collect session proposals with detailed descriptions, speaker bios, technical requirements, room setup preferences, and audience capacity needs. Conditional logic ensures you only gather relevant details based on session type.

Exhibitor & Sponsor Management: Capture booth size requirements, layout preferences, power and internet needs, and promotional material specifications. Perfect for coordinating your expo hall and ensuring sponsors get maximum visibility.

Networking Event Coordination: Plan evening receptions, meetups, roundtables, and informal gatherings that help attendees build valuable connections. Track catering preferences, venue requirements, and special accommodations.

Swag Distribution & Logistics: Manage branded merchandise orders, distribution strategies, and inventory tracking to ensure every attendee gets the conference swag they're excited to wear and share.

Built for Software Industry Event Professionals

Whether you're a marketing manager planning your company's flagship user conference, an event planner coordinating multiple software industry events, a product manager organizing a product launch event, or a community manager building engagement through regional meetups, this template adapts to your needs.

The form works seamlessly for:

• SaaS companies hosting annual customer conferences and summits
• Software vendors organizing partner and reseller events
• Tech startups planning product launch events and demo days
• Event agencies managing software industry conferences
• Developer relations teams coordinating hackathons and dev conferences
• Marketing teams executing virtual and hybrid event strategies

Automate Your Event Workflows with Stepper

Once submissions start flowing in, you can use Stepper (stepper.io) to automate your entire event planning workflow. When a new session proposal is submitted, automatically create tasks in your project management tool, notify the event committee for review, add speakers to your conference database, and trigger follow-up emails. For exhibitor registrations, Stepper can generate booth assignments, create invoices, schedule setup appointments, and update your event floor plan—all without manual data entry.

You can also connect this form to tools like Airtable for session databases, Slack for real-time notifications, Google Calendar for scheduling, and your CRM to track attendee engagement. This integration capability means your conference planning form becomes the central hub that powers your entire event operations.

Design That Reflects Your Brand

User conferences are brand experiences, and your planning forms should look the part. With Paperform's flexible design options, you can customize colors, fonts, and layouts to match your company's visual identity. Add your conference logo, use brand colors for buttons and headings, and include promotional images or videos that build excitement for your event.

Whether you embed the form on your conference website, share it via email to potential speakers and exhibitors, or distribute it through your partner network, you'll project a professional, cohesive brand experience from the very first touchpoint.

Secure, Scalable, and Ready to Grow

As your conference scales from a small gathering to a major industry event, this form grows with you. With SOC 2 Type II compliance and robust security features, you can safely collect sensitive information like contact details, company information, and travel requirements. Role-based permissions let you give different team members access to relevant sections—your content team sees session proposals, your logistics team manages exhibitor booths, and your marketing team oversees the overall attendee experience.

Get Started in Minutes

This template is ready to use right out of the box, but you can easily customize any section to match your specific conference format. Add questions about virtual attendance options, dietary restrictions for catering, or accessibility requirements. Remove sections that don't apply to your event. The choice is yours, and no coding is required.

Transform your conference planning from chaotic to coordinated with this comprehensive user conference planning form. Start collecting session proposals, exhibitor registrations, and event details in one centralized, professional platform that makes your entire team more productive.

Ready to plan your best user conference yet? Customize this template, share it with your stakeholders, and watch your event come together seamlessly.