Select a suitable date and duration for the conference
4
Research and choose a suitable conference venue
5
Book the conference venue
6
Approval: Venue Booking
7
Plan and schedule sessions and activities
8
Identify and invite speakers and presenters
9
Plan and organize logistics for attendees (e.g. registration, accommodation, meals)
10
Plan marketing and promotional strategies
11
Design and print advertising materials
12
Implement online registration system
13
Send out invitations and promotional materials
14
Setup a team to manage on-the-day operations
15
Organize technical requirements and audio-visual aids
16
Organize transportation for speakers and special guests
17
Arrange catering for the event
18
Prepare attendee packets, badges and conference materials
19
Finalize the conference schedule
20
Approval: Final Conference Schedule
Establish a budget for the conference
Determine the amount of money available for the conference and allocate the funds to different areas such as venue, catering, marketing, and logistics. The budget will ensure that expenses are controlled and enable the organizers to make informed decisions throughout the planning process. What is the total budget for the conference?
Determine the conference theme and objectives
Decide on the main focus or topic of the conference and set clear objectives that align with the theme. The theme and objectives will guide the selection of speakers, sessions, and activities to ensure they are relevant and valuable for the attendees. What is the conference theme?
Select a suitable date and duration for the conference
Choose dates that do not conflict with other major events and consider the availability of key speakers and attendees. Additionally, determine the duration of the conference, including the number of days and hours per day. When will the conference take place?
Research and choose a suitable conference venue
Conduct thorough research to identify and evaluate potential conference venues. Consider factors like capacity, location, amenities, and cost. Choose a venue that aligns with the conference theme, objectives, and budget. What criteria should be considered during the venue research and selection process?
Book the conference venue
Once the suitable conference venue has been identified, proceed to book it. Ensure to check the availability of the desired date and negotiate the terms and conditions of the contract. Confirm the reservation and obtain the necessary documentation for the event. What information should be collected when booking the conference venue?
Approval: Venue Booking
Will be submitted for approval:
Book the conference venue
Will be submitted
Plan and schedule sessions and activities
Create a comprehensive plan outlining the sessions, workshops, and activities that will take place during the conference. Consider the conference theme, objectives, and target audience preferences. Develop a schedule that provides a balance between educational, networking, and entertainment activities. What types of sessions and activities should be included in the conference plan?
Identify and invite speakers and presenters
Identify potential speakers and presenters who are experts in their field and relevant to the conference theme and objectives. Extend formal invitations with details on the conference and the expected role of the speakers. Ensure to communicate any compensation or accommodation arrangements. What criteria should be considered when selecting and inviting speakers?
Plan and organize logistics for attendees (e.g. registration, accommodation, meals)
Take care of the logistical aspects of the conference by organizing attendee registration, accommodation, and meals. Create a seamless registration process, secure suitable accommodations, and plan for nourishing meals and refreshments throughout the event. How will you ensure a smooth and efficient logistics process for attendees?
Plan marketing and promotional strategies
Develop a comprehensive marketing and promotional strategy to attract attendees and create awareness about the conference. Consider various channels such as social media, email marketing, content marketing, and partnerships to reach the target audience effectively. What strategies and channels will you utilize to market and promote the conference?
Design and print advertising materials
Create visually appealing advertising materials such as brochures, flyers, posters, and banners to promote the conference. Design these materials in line with the conference theme and branding guidelines. Arrange for the printing and distribution of the materials. What design elements and information should be included in the advertising materials?
Implement online registration system
Set up an online registration system to streamline the attendee registration process. Select a reliable registration platform that allows for customization, integration with other systems, and secure payment processing. Test the registration system before launch to ensure a smooth user experience. What features and customization options should be considered when selecting an online registration system?
Send out invitations and promotional materials
Distribute invitations and promotional materials to potential attendees, sponsors, and stakeholders. Utilize the chosen marketing channels to reach the target audience effectively. Ensure that the invitations and materials reflect the conference theme, objectives, and key information. How will you distribute the invitations and promotional materials?
Setup a team to manage on-the-day operations
Assign dedicated team members who will be responsible for managing on-the-day operations. Define roles and responsibilities, establish communication channels, and provide necessary training and guidance. Ensure that the team is equipped to handle any unforeseen circumstances during the conference. What roles and responsibilities should be assigned to the on-the-day operations team members?
Organize technical requirements and audio-visual aids
Identify the technical requirements and audio-visual aids needed for the conference sessions and activities. Coordinate with the venue and external providers to ensure the availability and proper setup of equipment such as projectors, microphones, and sound systems. What technical requirements and audio-visual aids are essential for the success of the conference?
Organize transportation for speakers and special guests
Arrange transportation for the speakers and special guests attending the conference. Consider their travel itineraries, preferred modes of transportation, and any specific needs or preferences. Coordinate with transportation providers to ensure timely and comfortable transportation arrangements. How will you ensure seamless transportation for the speakers and special guests?
Arrange catering for the event
Plan and organize catering services for the conference, including meals, snacks, and beverages. Take into account dietary restrictions and preferences of the attendees. Coordinate with caterers and the venue to ensure appropriate food and beverage options are available throughout the event. What considerations should be made when arranging catering services for the conference?
Prepare attendee packets, badges and conference materials
Assemble attendee packets containing necessary information, agendas, and materials such as brochures, pens, and notepads. Design and print conference badges for identification purposes. Ensure that all attendee materials are ready before the conference and organized for efficient distribution. What information and materials should be included in the attendee packets?
Finalize the conference schedule
Review and make final adjustments to the conference schedule based on the availability and preferences of speakers, attendees, and other key stakeholders. Ensure that the schedule allows for smooth transitions between sessions and accommodates any unexpected changes. Share the final conference schedule with all relevant parties. What factors should be considered when finalizing the conference schedule?
Approval: Final Conference Schedule
Will be submitted for approval:
Plan and schedule sessions and activities
Will be submitted
Identify and invite speakers and presenters
Will be submitted
Plan and organize logistics for attendees (e.g. registration, accommodation, meals)
Will be submitted
Plan marketing and promotional strategies
Will be submitted
Design and print advertising materials
Will be submitted
Implement online registration system
Will be submitted
Send out invitations and promotional materials
Will be submitted
Setup a team to manage on-the-day operations
Will be submitted
Organize technical requirements and audio-visual aids
Will be submitted
Organize transportation for speakers and special guests
Will be submitted
Arrange catering for the event
Will be submitted
Prepare attendee packets, badges and conference materials
