Conference Planning Checklist
What to Remember to do When Organizing a Training Conference
Apr 21, 2007
This checklist is designed as a starting point for conference planning. Copy and paste it into an MS Word document and customize it to your needs by deleting some items, tweaking others and adding to the “to do” list. The “to do” list is in chronological order although you may find that some things happen concurrently or that the order shifts due to various circumstances.
To Do for Conference
__set the date(s)
__set the daily start and end time(s)
__determine the location
__create a budget and accounting system
__book the venue(s), social activities and workshop rooms
__determine a preliminary list of potential participants, staff/volunteers and presenters
__book a block of hotel rooms for participants, staff/volunteers and presenters
__book audio visual equipment and technicians
__decide on a theme and outcome for the event
__send a “save the date” email to potential participants, presenters and staff/volunteers
__create promotional plan – email campaign, web site, print materials
__put a place holder announcement on web site with preliminary details
__develop a conference daily schedule of events
__recruit internal (staff/member) speakers
__book the key note speaker and other speakers, request workshop descriptions and presenter profiles
__select and order presenter’s gift(s) and/or prizes
__book flights, rental cars or other transportation
__book the caterer and get menu suggestions
__gather print and web copy for designer – logo, pictures, presenter profiles, workshop descriptions, conference schedule, promotional copy
__plan the registration process – deadline for early bird and final registrations, create/enter data into database, create/upload information for web registration
__create a supply list, order supplies that need lead time
__start planning brochure – printing deadlines, graphic artist booked
__design welcome packages and ice breaking exercise
__order printing: brochures, t shirt printing, trinkets, banners/signage etc.
__web page uploading/design – registration, information on the location (map, weather link), hotel room booking, conference schedule, key note speaker and other presenter’s profiles.
__distribute brochures
__determine workshop room assignments, create audio visual needs list and workshop room layouts (classroom, theatre, pods)
__publish workshop descriptions and finalized workshop schedule on the web site
__start early bird registration
__finalize participant, presenter and staff list
__finalize the menu
__finalize the audio visual equipment booking
__confirm with the cater the final count of meals required
__create signage
__finalize task lists/instructions for staff/volunteers
__finalize instructions for presenters
__create name tags and welcome packages (schedule of events, maps, tickets, paper, pen, trinkets, instructions)
__create organizers supplies kit (stapler, scissors, painter’s tape, markers, card stock, blank name tags, extension cord(s), pens, paper clips, sticky notes)
__arrange for shipment of supplies
Copyright © 2007 Joni Rose and Suite 101. All rights reserved. Any unauthorized use will constitute an infringement of copyright.
