Conference Planning Check List

Organizing a successful conference requires meticulous planning, attention to detail, and a thorough understanding of the intricacies involved in bringing together speakers, attendees, and sponsors. The following checklist is designed to guide you through the process, ensuring that no crucial element is overlooked.

12-18 Months Before the Conference

• Define the Conference Theme and Objectives: Clearly outline the purpose, scope, and expected outcomes of the conference. This will serve as the foundation for all subsequent planning.
• Form a Planning Committee: Gather a diverse group of individuals with various skill sets to assist in the planning process. This committee should include representatives from different departments or stakeholders.
• Set Dates: Choose dates that avoid conflicts with other major events in your industry and ensure they give you enough time for planning.
• Select a Venue: Based on your expected number of attendees, find a venue that can accommodate your needs. Consider factors such as location, accessibility, and amenities.
• Draft a Budget: Establish a comprehensive budget that includes all potential expenses and sources of revenue.

9-12 Months Before the Conference

• Secure Speakers and Keynote Presenters: Reach out to potential speakers and keynote presenters. Ensure they align with your conference theme and can commit to your dates.
• Plan the Agenda: Start outlining the conference program, including workshops, sessions, and networking events. Consider the flow and pacing of the conference.
• Arrange for Accommodations (if necessary): For out-of-town attendees, negotiate rates with local hotels and communicate these options clearly.
• Initiate Marketing Efforts: Begin marketing your conference through social media, email newsletters, and your conference website.

6-9 Months Before the Conference

• Finalize the Agenda: Complete the conference program, including all sessions, workshops, and social events. Publish this on your website.
• Launch Registration and Ticket Sales: Create an online registration system and open ticket sales. Offer early bird discounts to incentivize early registration.
• Secure Sponsors and Exhibitors: Reach out to potential sponsors and exhibitors. Offer various sponsorship packages that can appeal to different levels of commitment.
• Plan for Logistics and Supplies: Arrange for necessary equipment, catering, and other supplies based on your attendee and sponsor needs.

3-6 Months Before the Conference

• Increase Marketing Efforts: Intensify your marketing strategy, utilizing all channels to promote the conference, including press releases, influencer partnerships, and targeted advertising.
• Confirm Details with Speakers and Sponsors: Reconfirm all details with speakers, sponsors, and exhibitors to ensure everyone is on the same page.
• Arrange for On-Site Services: This includes audiovisual equipment, Wi-Fi, and any other technical requirements.
• Prepare a Mobile App or Conference Guide: Develop a mobile app or print guide that includes the conference schedule, speaker bios, sponsor information, and venue maps.

1-3 Months Before the Conference

• Finalize On-Site Logistics: Complete all venue arrangements, including layout, catering, and technical support.
• Send Out Reminders: Send regular reminders to registered attendees about the conference program, venues, and any updates.
• Prepare for Registration and Check-In: Organize a smooth registration process, including on-site check-in, badge collection, and welcome packets.
• Coordinate with Volunteers and Staff: Ensure all volunteers and staff understand their roles and responsibilities during the conference.

The Week of the Conference

• Conduct a Final Walk-Through: Visit the venue to ensure everything is set up as planned.
• Confirm with Speakers and Sponsors: Make a final check with all speakers and sponsors to confirm their participation and requirements.
• Prepare for Contingencies: Have a plan in place for potential issues such as last-minute speaker cancellations or technical glitches.
• Ensure On-Site Support: Have a team available to handle any issues that may arise during the conference.

After the Conference

• Evaluate the Conference: Distribute surveys to attendees, speakers, and sponsors to gather feedback for future improvements.
• Express Gratitude: Thank all participants, including attendees, speakers, sponsors, and volunteers, for their contribution to the conference’s success.
• Review Finances: Analyze the conference’s financial performance against your budget, identifying areas for cost savings or revenue growth in future events.
• Begin Planning for the Next Conference: Based on the feedback and lessons learned, start the planning process for the next conference, incorporating improvements and new ideas.

By following this detailed checklist, you can ensure that your conference is well-planned, engaging, and memorable for all attendees, setting the stage for future successful events.