There are several notable conferences related of which some take place at the same location annual and some that accept bids for hosting them (option to apply to be the host, where geographically relevant):

• Small Satellite Conference (SmallSat) https://smallsat.org

Focus: Small launch vehicles, rideshare services, launch infrastructure, and satellite deployment

When/Where: August annually | Logan, Utah, USA

• Space Tech Expo Europe https://www.spacetechexpo-europe.com

Focus: Full launch supply chain – propulsion, avionics, ground systems, and spaceport integration -When/Where: November annually | Bremen, Germany

• International Conference on Space Operations (SpaceOps) https://spaceops.org

Focus: Launch operations, mission readiness, and ground support for access to space

When/Where: Biennial | Rotates globally

Prerequisites:

• Identify topics and attendees relevant to your priorities

• Ensure availability of relevant stakeholders

• Lead agency & budget

• Procurement pathway

• Partner support as needed

Cost:

Cost for participation

• Ballpark: Free - USD 10K for 1 person per conference (varies widely)

• Includes: Travel & participation fee (some conferences can be free or allow virtual participation)

Cost for hosting

• Ballpark: USD150-600K varies widely)

• Includes: scoping & design, venue, AV and logistics, speaker travel and accommodation, communications and outreach, post-event reporting

Timeframe:

Timeframe for participation

• Overall: 3-6 months

• Phase: planning period (3–6 mo, prior to the event), conference participation(around 1 week per event)

Timeframe for hosting

• Overall: 6–12 mo

• Phase: scoping (1–2 mo), consultation (2–4 mo), drafting (2–4 mo), validation (1–2 mo)

Pros:

• Global Visibility & Influence - Puts the host nation on the map as a serious player in the space / access to space community

• Capacity Building - Creates training and exposure opportunities for local scientists, students, and engineers

• Technology Transfer - Enables technology and knowledge transfer through workshops, side events, and collaborations

• Economic Benefits - Attracts hundreds of international delegates, generating revenue for hospitality, transport, and tourism sectors Regional Leadership - Positions the host nation as a leader in their region for space cooperation.

• Networking & Collaboration - Builds long-term relationships with space agencies, commercial players, and academic institutions.

• Project Collaboration - Encourages future joint projects or launcher / in space transportation development

Considerations:

• Incurring Upfront Costs - Venue, logistics, security, translation services, and travel support for VIPs need to be considered

• Operational Complexity - Requires a skilled organizing committee and coordination across multiple stakeholders (government, academia, private sector). Managing visas, customs for equipment, and travel logistics for international delegates is time-intensive

• Risk of Low Return - If not well-promoted or if participation is low, the benefits may not justify the investment. Hosting alone doesn’t guarantee long-term partnerships unless followed up with concrete initiatives.

• Infrastructure Demands - Requires reliable internet, conference tech, media coverage, and potentially secure facilities for classified discussion