Conference planning checklist

General:

• Determine conference name and main topics.
• Determine the location
• Set the conference time-scopes (dates)
• Set the daily start and end times
• Create preliminary budget

Location:

• Contact appropriate hotels, business centers and conference halls for free conference space in designated location
• Arrange site inspections to compare properties
• Research place capabilities - square and audio-visual equipment available
• Research and compare housing options/prices
• Research and compare banquet options/price s
• Research and compare suppliers of necessary goods
• Research parking issues and transportation routes
• Confirm dates, hours and prices.
• Negotiate contract

Speakers :

• Apply speakers bureau or industry experts for keynote speakers
• Make a preliminary list of potential speakers
• Contact potential speakers
• Research the terms of performances
• Finalize list of speaker s
• Schedule speakers' performances
• Agree the performance schedule with speakers
• Send official invitations
• Negotiate a contract with speakers
• Make accommodation bookings
• Assist with travel if required
• Arrange hospitality and transportation as required

Marketing:

• Write conference marketing plan.
• Create the list of potential sponsors
• Negotiate contracts with sponsors
• Create conference theme and logo
• Create promotional plan - Internet campaign, TV/Radio campaign, printed materials
• Design and print brochures, tickets, advertising materials, invitations
• Arrange advertising
• Make announcements in appropriate journals and newsletters
• Make announcements via TV/Radio
• Make announcements on appropriate web sites
• Make a promotion at appropriate conferences
• Organize advertising materials distribution
• Ensure publicity through appropriate societies
• Design and order t-shirts, trinkets, name tags, presents etc.

Organization:

• Organize conference committee
• Organize system of payments
• Organize staffing, volunteers/staff registration
• Organize system of participants registration
• Organize accommodation for staff/volunteers
• Make a preliminary list of participants
• Plan banquets, entertainments, catering
• Elaborate schedule of events for each conference day
• Finalize list of participants
• Organize accommodation for participants
• Organize conference premises decoration
• Organize purchase of necessary things
• Book banquets, entertainments, catering
• Send invitations to all participants
• Check the list of audio-visual equipment available
• Book technicians for audio-visual equipment
• Ensure audio-visual equipment is operational
• Finalize responsibilities and

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