Conferences and event services

Checklist For Conferences

Conferences

• Suggested Tasks

  ×

  How to do this task:

  Subtasks:

• 18 – 16 Months Ahead

  ×

  How to do this task:

  Subtasks:

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

  ×

  How to do this task:

  Subtasks:

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

  ×

  How to do this task:

  Subtasks:

• Establish a preliminary budget and solicit sponsorship

  ×

  How to do this task:

  Subtasks:

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

  ×

  How to do this task:

  Subtasks:

• Prepare and send Request for Proposal (RFP)

  ×

  How to do this task:

  Subtasks:

• Conduct site visits

  ×

  How to do this task:

  Subtasks:

• Contract/deposits with chosen venues

  ×

  How to do this task:

  Subtasks:

• Determine theme, if any

  ×

  How to do this task:

  Subtasks:

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

  ×

  How to do this task:

  Subtasks:

• Send “Save the Date” notices via email

  ×

  How to do this task:

  Subtasks:

• Begin agenda format planning 

  ×

  How to do this task:

  Subtasks:

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

  ×

  How to do this task:

  Subtasks:

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

  ×

  How to do this task:

  Subtasks:

• 14 – 12 Months Ahead

  ×

  How to do this task:

  Subtasks:

• Prepare session/speaker proposal submission form and distribute

  ×

  How to do this task:

  Subtasks:

• Identify and secure speakers and their travel/housing arrangements

  ×

  How to do this task:

  Subtasks:

• Begin promoting conference theme, location and registration rates

  ×

  How to do this task:

  Subtasks:

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

  ×

  How to do this task:

  Subtasks:

• Compile all information for registration site

  ×

  How to do this task:

  Subtasks:

• 10 – 9 Months Ahead

  ×

  How to do this task:

  Subtasks:

• Deadline for proposals to be received by review committee

  ×

  How to do this task:

  Subtasks:

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

  ×

  How to do this task:

  Subtasks:

• Open registration and housing reservations to attendees

  ×

  How to do this task:

  Subtasks:

• 6 – 4 Months Ahead

  ×

  How to do this task:

  Subtasks:

• Finalize program, speakers & agenda, update website

  ×

  How to do this task:

  Subtasks:

• Determine final print date

  ×

  How to do this task:

  Subtasks:

• Review audio-visual availability and needs

  ×

  How to do this task:

  Subtasks:

• Prepare “Day of Coordination” list

  ×

  How to do this task:

  Subtasks:

• Continue to update us

  ×

  How to do this task:

  Subtasks:

• 4 – 3 Months Ahead

  ×

  How to do this task:

  Subtasks:

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

  ×

  How to do this task:

  Subtasks:

• Prepare session and post-event survey

  ×

  How to do this task:

  Subtasks:

• 2 Months – 6 Weeks Ahead

  ×

  How to do this task:

  Subtasks:

• Send reminders to speakers

  ×

  How to do this task:

  Subtasks:

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

  ×

  How to do this task:

  Subtasks:

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

  ×

  How to do this task:

  Subtasks:

• 3 – 2 Weeks Ahead

  ×

  How to do this task:

  Subtasks:

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

  ×

  How to do this task:

  Subtasks:

• Print signage and distribute printed or digital program

  ×

  How to do this task:

  Subtasks:

• Update website

  ×

  How to do this task:

  Subtasks:

• Assign session moderators

  ×

  How to do this task:

  Subtasks:

• 1 Week Ahead

  ×

  How to do this task:

  Subtasks:

• Ship materials to hotel

  ×

  How to do this task:

  Subtasks:

• Hold pre-conference meeting and walk-through

  ×

  How to do this task:

  Subtasks:

• Send email update to participants/speakers

  ×

  How to do this task:

  Subtasks:

• Review all set-ups and A/V needs

  ×

  How to do this task:

  Subtasks:

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

  ×

  How to do this task:

  Subtasks:

• During your conference

  ×

  How to do this task:

  Subtasks:

• Enjoy! Contact us with any questions that arise

  ×

  How to do this task:

  Subtasks:

• 1 week after the conference

  ×

  How to do this task:

  Subtasks:

• Send sponsor and VIP thank you letters

  ×

  How to do this task:

  Subtasks:

• Send post-event survey

  ×

  How to do this task:

  Subtasks:

• Have a post-conference meeting with key players

  ×

  How to do this task:

  Subtasks: