Checklist For Conferences

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

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