Template
Checklist For Conferences
We’ve compiled this checklist based on years of professional conference planning experience. Please refer to it with our compliments. And if you need assistance, we’re always standing by to answer your questions or to lend a hand.
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
This creates a private checklist in your account.