Form a committee. Get together with a few parents who would be interested in helping to organize a youth conference. Brainstorm ideas with your group and discover and utilize their talents and abilities. Maybe someone has access to location that would be suitable for the youth conference. Perhaps someone knows how to cook for a crowd and would be happy to cook for the youth. You can also reach out beyond the parents in the group, and seek out grandparents, neighbors, church leaders and others who would be happy to help put a conference together.
Establish a budget. Put together an estimate of costs, including food, speakers, lodging--if applicable, transportation costs and miscellaneous expenses. Be generous in your estimations in case something costs more than you anticipated. Let the parents of the youth know in advance an approximate per-person cost.
Plan when you would like to go and decide how long your youth conference will be. It can be a day conference, a three-day, two night conference or it can last as long as a week. Deciding when you want to have your event will go hand-in-hand with when your location preference is available.
Find a location. If you will be having a day conference, you won't have the added expense of overnight lodging. You will also have more options on where to hold your youth conference. However, having a longer event doesn't have to be expensive and it gives the attendees more time to bond with each other, without having a packed schedule. Ask around to see if someone has a large cabin they are willing to let you use. Maybe you could go tent camping. You could use a summer camp off season or see if anyone has unused hotel points or a timeshare they are willing to put to use.
Choose a theme. Decide what you would like the youth in your group to experience and learn. If it is a youth conference designed to teach about survival skills and leadership, you could have a theme based on the book "Treasure Island." Maybe you'd like your group to be inspired to be the best they can be. You could title your conference "The Hero Within" or "Reaching for the Gold." Plan games, activities and speakers around your theme to tie it all together.
Plan the itinerary. Schedule in the speakers, games, meals and activities. Make sure there is time for the youth to bond with each other and have fun. You could play some get-to-know-you games, such as fruit basket or charades.
Schedule motivational speakers. Brainstorm ideas with the parents in your group. Maybe someone has a relative that has accomplished something interesting that they wouldn't mind sharing about. Perhaps someone knows a speaker that enjoys speaking to youth groups.
Plan the food. If it is going to be a day conference, perhaps everyone could bring their own lunches to help save on costs. A dinner could be potluck. For a multi-day conference, have at least two people in charge of preparing the food. Choose filling meals that are inexpensive, such as spaghetti, soup or sandwiches. Serve water instead of soda or juice to save money.
Put together a final checklist. Make sure everything is ready for the conference including, transportation, lodging, speakers, head-count of attendees and chaperons. Be sure to square away any legal issues you think necessary, such as insurance and permission slips. Check with the speakers to see if they will need any special equipment.