Conference Planning Checklist

Define Your Objectives

Determine the purpose and goals of the conference.Identify the target audience and expected number of attendees.Set a budget for the event.

Create a Planning Committee

Form a team with members responsible for different aspects of the conference.Assign specific roles and responsibilities.

Establish a Timeline

Create a detailed timeline with milestones and deadlines leading up to the conference date.Consider factors like venue booking, speaker confirmations, and marketing deadlines.

Choose a Venue

Research and select a suitable venue based on the number of attendees, location, and facilities.Negotiate contracts and confirm reservation details.

Budget Planning

Break down the budget into categories such as venue, catering, marketing, speakers, and logistics.Keep a buffer for unforeseen expenses.

Speakers and Presentations

Identify and confirm keynote speakers and presenters.Coordinate presentation details, AV requirements, and any special requests.

Registration Process

Set up an online registration system.Determine registration fees and provide different ticket options.Create a system for tracking registrations and attendee information.

Accommodations

Arrange discounted hotel rates for attendees.Provide information about local accommodations and transportation options.

Event Marketing

Develop a marketing plan to promote the conference.Utilize various channels such as social media, email, and traditional advertising.Create promotional materials and a conference website.

Sponsorship and Exhibitors

Seek sponsors and exhibitors for financial support.Clearly outline sponsorship packages and benefits.Coordinate logistics for exhibitor booths.

Logistics and Operations

Plan for event logistics, including signage, badges, and registration materials.Coordinate with vendors for catering, audio-visual equipment, and other services.

Networking Opportunities

Plan networking sessions and social events.Provide opportunities for attendees to connect with speakers and sponsors.

Technology and AV Setup

Ensure that the venue has the necessary audio-visual equipment.Test all technology and AV components before the conference.

On-Site Staffing

Recruit and train on-site staff, including volunteers and event coordinators.Establish a communication plan for the day of the event.