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Conference Planner
The following activity list can be used to plan your conference.
Before asking a conference organiser to assist, you should first
decide what it is you want them to do. This list will help you
get accurate quotes or prepare your own time line. You can
download the spreadsheet version
here.
Elect Chair of the Event
Determine Committee Structure
Review Last Event's Evaluation Forms
Prepare Budget Outline
Open Bank Account
Decide on Provisional Event Dates
Negotiate and Approve Venue
Check Dates For Possible Conflicts
Finalise Event Dates
Determine Venue Capabilities, ie:
- space available for trade exhibition
catering, storage etc.
- facilities available (secretariat
registration desk, a-v etc.)
- number of session/meeting rooms
available
- move in/move out
Requirements/restrictions, ie:
- available power/lighting/communication links
- security available
- special presenters' room with slide
viewers, data panels etc.
Determine Structure of the Event
Determine if Event to be Recorded (Audio &/or
Video Cassettes)
Negotiate Official Carrier
Negotiate Hotel Rooms and Rates
Determine Who Handles the Accommodation
Bookings (Secretariat/Hotel)
Negotiate Catering Costs
Negotiate & Sign-Up Exhibition Contractor
Negotiate & Sign-Up Audio-Visual Supplier
Sign up Major/Sole Sponsor
Prepare Preliminary Budget
Finalise Event Theme, Logo, Social/Spouse
Programme etc.
Solicit Mailing Lists
Determine Advertising Needs
Select/Invite Keynote Speakers
Approve/Modify Preliminary Budget
Prepare and Issue Press Releases/Kits
Solicit Sponsors
Solicit 'Dignitary' to Open Event
Solicit Speakers/Papers
Determine 'Early-Bird' Date
Determine Cancellation Procedure
Prepare Expression of Interest (EOI) Brochure
Mailout EOI Brochure
Commence Advertising
Prepare & Print Trade Kit
Mailout Trade Kits
Register EOI Responses
Register Exhibitors, Advertisers and Sponsors
Finalise Fee Structure
Register Abstracts
Review and Select Abstracts
Determine Social Programme
Finalise Provisional Programme
Determine Professional Education Credits
Prepare Final Event Budget
Review/Modify Author Kits
Mailout Presenter Confirmation Letters Author Kits
Prepare & Print Provisional Programme
Registration Form
Reserve Hotel Accom for Event Staff & VIPs
Mailout Provisional Programme & Registration Form
Register Delegates
Review, Register and Format Event Papers
Get Proceedings ISBN Number from National Library
Write Proceedings Foreword
Send Exhibitor Details to Exhibition Contractor
Review/Modify Audio-Visual Requirements
Determine and Order Audio-Visual Equipment
Determine and Order Event Equipment
Review/Modify Instructions to Session Chairs
Determine & Advise Session Chairs
Determine & Advise Session Monitors
Purchase Speaker Awards/Gifts
Prepare Proceedings
Determine Meetings & Agendas
Review/Modify Final Programme
Finalise Event Dinner Theme
Speaker/Entertainment
Select Final Event Menus
Prepare & Print Final Programme
Print Proceedings
Prepare Event Evaluation Forms
Negotiate/Arrange Freight
Prepare and Mailout Meeting Agendas
Negotiate Venue Insurance
Collate Speaker Biographies
Purchase Name Badge Holders
Prepare Name Badges
Prepare Session Notices for Doors
Send/Freight Event Banners to Venue
Send/Freight Name Badges to Venue
Send/Freight Proceedings to Venue
Send/Freight Final Programs to Venue
Send/Freight Registration Desk Materials to Venue
Print Arrival Report
Collect Incoming Speakers/Delegates
Pack Satchels
Test Audio-Visual Equipment
Staff the Registration Desk
Collect Event Evaluation Forms
Prepare Preliminary Financial Report
Mailout Thank You Letters to Trade,
Presenters, etc
Finalise Accounts
Analyse Evaluations
Prepare Final Report |
