Checklist For Conferences
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Suggested Tasks
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18 – 16 Months Ahead
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Determine objectives of your event, planning committee and task assignments
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Establish your needs - Number of attendees, Space requirements, Key dates
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Establish a preliminary budget and solicit sponsorship
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City/venue search (several potential options that meet all requirements)
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Prepare and send Request for Proposal (RFP)
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Conduct site visits
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Contract/deposits with chosen venues
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Determine theme, if any
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Create a marketing plan, create website and choose registration platform
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Send “Save the Date” notices via email
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Begin agenda format planning
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Decide on special events (like golf outing, excursions, etc.)
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Additional contracts (like hotel accommodations, transportation, equipment rental)
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14 – 12 Months Ahead
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Prepare session/speaker proposal submission form and distribute
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Identify and secure speakers and their travel/housing arrangements
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Begin promoting conference theme, location and registration rates
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Determine after-hour excursions (receptions, tours, special receptions, etc.) along with any additional pricing to include in registration
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Compile all information for registration site
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10 – 9 Months Ahead
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Deadline for proposals to be received by review committee
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Review proposals, select sessions and notify accepted and declined proposers
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Open registration and housing reservations to attendees
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6 – 4 Months Ahead
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Finalize program, speakers & agenda, update website
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Determine final print date
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Review audio-visual availability and needs
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Prepare “Day of Coordination” list
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Continue to update us
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4 – 3 Months Ahead
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Contact vendors to begin planning logistics (like A/V, menu, etc.)
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Prepare session and post-event survey
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2 Months – 6 Weeks Ahead
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Send reminders to speakers
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Order attendee materials (name tags, portfolios, notebooks, etc.)
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Finalize special event details (linens, flowers, etc.)
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3 – 2 Weeks Ahead
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Confirm guest/meeting room arrangements, menus and final counts
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Print signage and distribute printed or digital program
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Update website
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Assign session moderators
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1 Week Ahead
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Ship materials to hotel
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Hold pre-conference meeting and walk-through
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Send email update to participants/speakers
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Review all set-ups and A/V needs
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Develop registration table materials, prepare name badges and gift bags for registration and speakers
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During your conference
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Enjoy! Contact us with any questions that arise
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1 week after the conference
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Send sponsor and VIP thank you letters
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Send post-event survey
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Have a post-conference meeting with key players