planning a conference

Pre-Planning Section

Determine the purpose and objectives of the conference

Define the target audience and estimated number of attendees

Set a budget for the conference

Choose a date and location for the event

Research and select potential speakers or presenters

Determine the conference format (e.g., workshops, presentations, panels)

Administrative Section

Create a conference planning team and assign responsibilities

Develop a detailed timeline for the planning process

Establish a registration process and create registration materials

Set up a conference website or online registration platform

Determine and secure necessary permits or licenses

Arrange insurance coverage for the conference

Create and distribute contracts to vendors, presenters, and sponsors

Arrange accommodation and transportation for out-of-town attendees

Marketing and Promotion Section

Develop a marketing strategy and promotional materials

Create a conference logo and branding elements

Utilize social media platforms to promote the conference

Send out press releases and media invitations

Leverage partnerships and collaborations for additional promotion

Advertise the conference through relevant industry publications or websites

Logistics Section

Arrange for required audiovisual equipment and technical support

Secure appropriate event spaces or conference rooms

Arrange for catering services and determine dietary requirements

Plan and coordinate networking sessions or social events

Create and print conference programs or agendas

Organize signage and wayfinding materials

Set up a registration desk and prepare registration materials

Arrange for necessary equipment and supplies (name tags, badges, etc.)

On-Site Management Section

Set up and prepare the event spaces before the conference

Ensure all audiovisual equipment is in working order

Manage registration and check-in processes

Coordinate speaker or presenter schedules and rehearsals

Oversee session transitions and manage timekeeping

Address any technical or logistical issues that may arise

Monitor attendee satisfaction and address concerns

Manage and coordinate networking events or social activities

Post-Conference Section

Gather attendee feedback through surveys or evaluations

Send thank-you emails to speakers, sponsors, and attendees

Review financial records and settle any outstanding payments

Analyze the conference's success against established objectives

Compile and report on attendance and other relevant metrics

Conduct a post-conference debrief with the planning team

Archive all conference materials and documentation for future reference

Remember to adapt and customize this checklist to fit the specific needs and requirements of your conference.