Planning Your External Conference Event

Planning Your External Conference Event

At the end of last year, we started our series on organizing your companies external CONFERENCE or EVENT. In this follow up we delve deeper into the importance of PLANNING your event and the major
importance of creating and utilizing a CHECKLIST to ensure the overall success and smooth
running of your conference planning.

The unique planning of your conference should begin with the goal and then a detailed plan
on how to reach this goal. From our experience, the aim of every conference organizer
should be to create experiences that re-energize people and fill them with new zeal for their
work. If you understand your target audience, it’s not a challenge to build such a conference
vision. However, without a good conference planning checklist, the chances are you won’t
be able to transform this vision into reality.

WHAT IS A CONFERENCE PLANNING CHECKLIST?

The list of tasks that you and your team must complete before, during, and after an event
make up the conference planning checklist. Depending on the complexity of the conference
and the tools you use to build your checklist, it can be a very detailed document that
includes deadlines, assigned responsibilities, comments, budget specifications , and updates,
or it may just be a short list of items.

WHY DO YOU NEED A CHECKLIST FOR CONFERENCE PLANNING?

The most obvious reason why you need to develop a conference checklist is to ensure you
don’t forget anything. Checklists have nothing to do with your memory, age, or thinking
abilities. A crazy-busy lifestyle is a symbol of our tech-driven century, and this is particularly
true for event planners, who should be able to handle thousands of tasks simultaneously
when planning even the  tiniest conference . Under these circumstances, having a tool that
will help you track progress can be a lifesaver.

Because of this, you need a comprehensive
conference planning checklist to ensure the following:

1. Nothing gets lost in the planning process.
2. Your team can collaborate more efficiently.
3. No one misses a deadline.
4. You build a system for  efficient event communication .
5. It is easier to track the completion of tasks.

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