Plan a successful conference with our comprehensive template, covering every aspect from venue selection, guest arrangement, logistics to post-event feedback.
1
Determine the conference objectives
2
Identify suitable dates for the conference
3
Outline a budget for the conference
4
Research and select suitable venue
5
Approval: Venue Selection
6
Arrange for guest speakers or presenters
7
Approval: Guest Speakers Selection
8
Draft a conference agenda
9
Organize catering services
10
Plan for registration setup
11
Secure necessary permits and insurance
12
Organize a tech and audio/visual team
13
Coordinate accommodation and transportation for attendees if necessary
14
Develop a conference promotional plan
15
Coordinate with a designer for conference materials
16
Order necessary conference materials and supplies
17
Plan conference day logistics, including volunteer staff
18
Approval: Logistics Plan
19
Implement promotional plan and open registration
20
Prepare a post-conference feedback system
Determine the conference objectives
Identify the main objectives of the conference. What do you want to achieve through this event? How will it contribute to the overall goals of the organization? Consider the desired outcomes, such as knowledge sharing, networking, or increasing awareness of a certain topic. Be specific and clear in defining the objectives.
Identify suitable dates for the conference
Select potential dates for the conference. Consider factors such as availability of key speakers, attendees' availability, and any regional or industry events that might conflict. How will you ensure the chosen dates work for all stakeholders?
Outline a budget for the conference
Create a budget estimate for the conference. Consider all potential expenses, such as venue rental, catering, speaker fees, marketing materials, and logistics. How will you allocate funds to each expense category? What are some cost-saving measures you can implement?
Research and select suitable venue
Conduct research to find potential venues for the conference. Consider factors such as capacity, location, amenities, and cost. How will you gather information about each venue? What criteria will you use to evaluate and compare options?
1
Capacity
2
Location
3
Amenities
4
Cost
Approval: Venue Selection
Will be submitted for approval:
Research and select suitable venue
Will be submitted
Arrange for guest speakers or presenters
Identify and invite suitable guest speakers or presenters for the conference. Consider their expertise, relevance to the conference theme, and availability. How will you reach out to potential speakers? How will you communicate the value of participating in the conference?
Approval: Guest Speakers Selection
Will be submitted for approval:
Arrange for guest speakers or presenters
Will be submitted
Draft a conference agenda
Create a preliminary agenda for the conference. Outline the main sessions, activities, and timings. How will you ensure a balanced and engaging agenda? How will you accommodate any special requests or preferences from speakers or attendees?
Organize catering services
Arrange for catering services during the conference. Consider dietary restrictions, meal options, and budget. How will you communicate with the catering service providers? How will you ensure a smooth and timely delivery of meals?
1
Vegetarian
2
Gluten-free
3
Vegan
4
Allergen-friendly
Plan for registration setup
Design a registration process for attendees. Consider online registration platforms, registration fees, and required information. How will you handle registrations and payments? How will you track and manage attendee data?
1
Eventbrite
2
Cvent
3
RegPack
Secure necessary permits and insurance
Identify any permits or insurance required for the conference. Research the local regulations and policies. How will you obtain the necessary permits and ensure compliance with local laws? How will you secure event insurance coverage?
Organize a tech and audio/visual team
Ensure technical and audio/visual support during the conference. Identify and coordinate with a team responsible for setting up and operating the necessary equipment. How will you ensure a seamless technical experience for attendees and presenters?
Coordinate accommodation and transportation for attendees if necessary
Arrange accommodation and transportation options for attendees who require assistance. Consider proximity to the venue, cost, and any special requirements. How will you gather information about attendees' accommodation and transportation needs? How will you communicate the options and facilitate bookings?
Develop a conference promotional plan
Create a plan to promote the conference and attract attendees. Consider marketing channels, target audience, messaging, and branding. How will you reach the target audience and generate interest? How will you measure the effectiveness of your promotional efforts?
1
Social media
2
Email marketing
3
Print media
4
Online ads
Coordinate with a designer for conference materials
Collaborate with a designer to create visually appealing conference materials. This includes posters, brochures, banners, and digital assets. What design elements and branding guidelines should the designer follow? How will you provide feedback and review the designs?
Order necessary conference materials and supplies
Compile a list of required conference materials and supplies. This includes badges, lanyards, signage, stationery, and promotional items. How will you source the materials and ensure timely delivery? How will you manage the inventory during the conference?
1
Badges
2
Lanyards
3
Signage
4
Stationery
Plan conference day logistics, including volunteer staff
Finalize the logistics for the conference day. This includes room setup, signage placement, registration desk, and volunteer assignments. How will you coordinate and communicate with the volunteers? How will you ensure a smooth and organized event day?
1
Room setup
2
Signage placement
3
Registration desk
4
Volunteer assignments
Approval: Logistics Plan
Will be submitted for approval:
Plan conference day logistics, including volunteer staff
Will be submitted
Implement promotional plan and open registration
Execute the promotional plan and start accepting registrations for the conference. Monitor the effectiveness of marketing channels and adjust strategies accordingly. How will you track registration numbers and communicate registration updates? How will you handle any technical issues or inquiries from potential attendees?
Prepare a post-conference feedback system
Create a post-conference feedback system to gather input and evaluate the success of the event. This can include surveys, feedback forms, or interviews. How will you collect feedback from attendees, speakers, and volunteers? How will you analyze and utilize the feedback to improve future conferences?
