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> plan a conference
plan a conference
Pre-Planning Phase
Define Conference Objectives
Determine the Budget
Establish the Planning Committee
Select the Date and Venue
Create a Conference Timeline
Develop Marketing and Promotion Strategy
Identify Potential Sponsors and Partners
Outline the Conference Agenda
Venue and Logistics
Confirm Venue Availability
Negotiate and Sign Venue Contract
Arrange Accommodation for Attendees
Organize Transportation for Attendees
Set up Audio-Visual Equipment
Ensure Internet Connectivity
Arrange for Catering Services
Coordinate with Venue Staff
Program and Content
Finalize Conference Agenda and Schedule
Select and Invite Keynote Speakers
Invite and Confirm Presenters
Develop Session Topics and Descriptions
Prepare Conference Materials and Handouts
Create Presentation Templates
Curate and Review Conference Content
Registration and Attendee Management
Set up Online Registration System
Design Registration Forms
Manage Attendee Database
Send out Invitations and Promotional Materials
Handle Attendee Inquiries and Support
Process Registration Payments
Issue Confirmation and Receipts
Manage Attendee Check-in on the Day
Marketing and Promotion
Develop Conference Branding Materials
Create a Conference Website
Promote the Conference on Social Media
Send Out Press Releases and Media Kits
Design and Distribute Marketing Collateral
Implement Email Marketing Campaigns
Explore Advertising Opportunities
Leverage Personal and Professional Networks
Financial Management
Track Conference Expenses and Revenues
Create a Detailed Budget Spreadsheet
Handle Sponsorship and Exhibitor Agreements
Invoice Sponsors and Exhibitors
Manage Sponsorship Benefits
Coordinate Payment Processing
Prepare Final Financial Report
On-Site Management
Set up Registration Desk and Signage
Coordinate Staff and Volunteer Assignments
Manage Audio-Visual Setup
Ensure Room Setup and Décor
Oversee Catering and Food Services
Handle Speaker and Presenter Logistics
Manage Attendee Feedback and Evaluation
Address On-Site Issues and Emergencies
Post-Conference Activities
Collect Attendee Feedback and Evaluation
Send Thank-You Notes to Speakers and Sponsors
Review Financials and Finalize Payments
Update and Maintain Attendee Database
Analyze Conference Success and Areas for Improvement
Prepare Post-Conference Report
Plan for Follow-Up Events or Activities
Archive Conference Materials
Note: This is a general checklist and may vary based on the specific requirements and nature of the conference.
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