Conference Planning Checklist

In this task, you will identify the objectives and responsibilities of the conference. Think about what you hope to achieve and what roles different individuals or teams will play in the conference planning process. Consider the overall theme or purpose of the conference and how it aligns with the goals of your organization. Take into account the desired outcomes of the conference and the key stakeholders involved. Use the form field below to jot down your ideas and thoughts.

Choose a suitable date for the conference. Consider factors such as availability of key speakers, potential attendees, and any scheduling conflicts. It is important to ensure that the chosen date is convenient for all stakeholders and does not clash with any other major events or holidays. Use the calendar form field below to select and record the date for the conference.

Develop a budget for the conference. Consider all anticipated expenses, including venue rental, speaker fees, marketing costs, food and beverage, transportation, printing, and any other relevant expenses. Determine the funding sources and allocate the budget accordingly. It is important to keep the budget realistic and ensure that it covers all necessary expenses. Use the numbers form field below to input the budget amount.

Research potential venues for the conference. Consider factors such as capacity, location, amenities, and cost. Visit or contact the shortlisted venues to gather more information and compare their offerings. Once you have finalized the venue, make the necessary arrangements to book it for the conference dates. Use the dropdown form field below to rank the venues based on your research and selection criteria.

Create a draft schedule for the conference. Outline the main agenda items, including keynote speeches, breakout sessions, networking activities, and any other planned activities. Ensure that the schedule allows for sufficient breaks and transitions between sessions. Use the multiChoice form field below to select and arrange the agenda items in the preferred order.

Identify potential speakers for the conference. Research individuals who are experts in relevant fields or have valuable insights to share. Once you have shortlisted potential speakers, reach out to them with a formal invitation. Clearly communicate the conference objectives, theme, and any expectations or requirements for the speaker. Use the subtasks form field below to keep track of the invited speakers and their responses.

Identify the equipment and technology needed for the conference. Consider items such as microphones, projectors, screens, sound systems, and conference software. Research and make arrangements to rent or purchase the required equipment. Ensure that the chosen equipment meets the technical requirements and is compatible with the chosen venue. Use the subtasks form field below to keep track of the equipment and technology needed.

Create a conference brochure and registration form. The brochure should provide key information about the conference, including the agenda, speakers, venue details, and registration instructions. The registration form should collect necessary information from attendees, such as their names, contact details, organization, and dietary preferences. Use the fileUpload form field below to upload the conference brochure. Use the members form field to select the team member responsible for designing the brochure and registration form.

Determine the food and beverage requirements for the conference. Consider factors such as the number of attendees, dietary restrictions, and the timing of meals and breaks. Research and select suitable catering options that can meet the specified needs. Coordinate with the chosen venue or external catering service to ensure that the food and beverages are prepared and served as per the requirements. Use the multiChoice form field below to specify the catering preferences.

Manage the conference registration process. Create an online registration portal, where attendees can provide their information and select their preferred sessions, if applicable. Keep track of the registration status, send confirmations to attendees, and provide any necessary updates or assistance. Use the email form field below to collect the email addresses of registered attendees.

Gather and prepare the necessary materials for the conference. This may include printed handouts, name tags, signage, promotional items, and any other materials required for the smooth operation of the conference. Ensure that all materials are printed or prepared well in advance and are organized for easy distribution. Use the subtasks form field below to keep track of the conference materials and their preparation status.

Arrange accommodation and transportation for conference attendees who require assistance. Research and select suitable hotels or accommodations in close proximity to the conference venue. Negotiate group rates or discounts, if applicable. Provide information and recommendations regarding transportation options, such as airport transfers or public transportation. Use the subtasks form field below to keep track of accommodation and transportation arrangements.

Determine the staffing needs for the conference. Identify individuals who will be responsible for tasks such as registration, guiding attendees, managing technical equipment, and handling any unforeseen issues. Coordinate with these individuals and ensure that they are aware of their roles and responsibilities. Use the members form field below to select the on-site staff members.

Review and finalize the conference schedule. Ensure that all agenda items are included, and any necessary adjustments or changes have been made. Share the final schedule with the speakers, attendees, and other stakeholders. Use the sendEmail form field below to send an email with the final schedule to the relevant recipients.

Develop and execute marketing and promotion strategies for the conference. Identify target audience segments, determine appropriate channels for reaching them, and create compelling content or materials. Utilize social media, email marketing, website announcements, and other relevant channels to spread the word about the conference. Monitor the effectiveness of the strategies and make adjustments as needed. Use the multiChoice form field below to track the marketing channels used.

Ensure that all agreements and contracts related to the conference are documented in writing. This includes venue rental agreements, speaker contracts, catering contracts, and any other relevant agreements. Keep copies of all signed contracts and share them with the appropriate parties. Use the fileUpload form field below to upload the written agreements.