Conferences and event services

Checklist For Conferences

Conferences

• Suggested Tasks

• 18 – 16 Months Ahead

• Determine objectives of your event, planning committee and task assignments

• Establish your needs - Number of attendees, Space requirements, Key dates

• Establish a preliminary budget and solicit sponsorship

• City/venue search (several potential options that meet all requirements)

• Prepare and send Request for Proposal (RFP)

• Conduct site visits

• Contract/deposits with chosen venues

• Determine theme, if any

• Create a marketing plan, create website and choose registration platform

• Send “Save the Date” notices via email

• Begin agenda format planning 

• Decide on special events (like golf outing, excursions, etc.)

• Additional contracts (like hotel accommodations, transportation, equipment rental)

• 14 – 12 Months Ahead

• Prepare session/speaker proposal submission form and distribute

• Identify and secure speakers and their travel/housing arrangements

• Begin promoting conference theme, location and registration rates

• Determine after-hour excursions (receptions, tours, special receptions, etc.) along with any additional pricing to include in registration

• Compile all information for registration site

• 10 – 9 Months Ahead

• Deadline for proposals to be received by review committee

• Review proposals, select sessions and notify accepted and declined proposers

• Open registration and housing reservations to attendees

• 6 – 4 Months Ahead

• Finalize program, speakers & agenda, update website

• Determine final print date

• Review audio-visual availability and needs

• Prepare “Day of Coordination” list

• Continue to update us

• 4 – 3 Months Ahead

• Contact vendors to begin planning logistics (like A/V, menu, etc.)

• Prepare session and post-event survey

• 2 Months – 6 Weeks Ahead

• Send reminders to speakers

• Order attendee materials (name tags, portfolios, notebooks, etc.)

• Finalize special event details (linens, flowers, etc.)

• 3 – 2 Weeks Ahead

• Confirm guest/meeting room arrangements, menus and final counts

• Print signage and distribute printed or digital program

• Update website

• Assign session moderators

• 1 Week Ahead

• Ship materials to hotel

• Hold pre-conference meeting and walk-through

• Send email update to participants/speakers

• Review all set-ups and A/V needs

• Develop registration table materials, prepare name badges and gift bags for registration and speakers

• During your conference

• Enjoy! Contact us with any questions that arise

• 1 week after the conference

• Send sponsor and VIP thank you letters

• Send post-event survey

• Have a post-conference meeting with key players