The Conference Planning Checklist

The Conference Planning Checklist

There’s no single formula you can employ that will cover all aspects of corporate conference
planning, but since you’re going to work with people united by one corporate culture, it’s critical to
start from delving into it. Explore the client’s interests, discuss the conference vision with the client,
and start planning accordingly. Catering to each event stage, we’ve developed a conference event
planning checklist template that you can use and can customise based on your requirements:

Before the conference:

  • Agree upon one unifying idea for your conference. This can be quite narrow and focused on
    one specific company department, or it can relate to more general themes that fit into the
    company’s mission (Interior Design Conference, SEM Conference, etc.).
  • Determine the name of the event and the core themes.
  • Deal with the time-scopes.
  • Set a preliminary budget. It’s a good strategy to break down your budget into three sections:
    expected, planned, and actual costs.
  • Choose the conference location and venue:
  • Create a list of venue options (hotels, conference and business halls, open-space venues,
    etc.).
  • Contact venue hosts and discuss the details.
  • Explore venue capabilities (lighting, audio-visual effects, capacity, and more).
  • Compare pricing and like for like value offered by the venue.
  • Narrow down the list.
  • Research additional aspects like accommodation capabilities, parking, transportation
    options, catering, and more.
  • Make your final selection, confirm the final details with a host, and sign a contract.
  • Set up a ticketing system and registration process (tools for the management of badges,
    allocation technology, payments, etc.)
  • Create a conference marketing plan:
    1. Write content (emails, agenda lists, speakers’ bios, blog posts, etc.).
    2. Create a dedicated conference page.
    3. Pick the channels that will be used for advertising.
    4. Invest in paid ads.
    5. Build a schedule for posting.

During the conference

  • Arrange onsite check-in:
  • Have a team meeting with an onsite team.
  • Inspect any equipment and ensure there’s someone to take care of any possible defects.
  • Double-check all configurations and setups before the check-in starts.
  • Ensure you can track the process in real time.
  • Conduct an onsite discussion with the entire conference team.
  • Check communication channels, including group chats, the event app, etc.
  • Manage real-time connections, leads generation processes, networking sessions, etc.

After a conference

  • Take care of financial details (collect all payments and receipts in one centralised place,
    finalise budget reports, etc.).
  • Prepare and run post-event marketing activities.
  • Update your conference website.
  • Send thank-you letters along with follow-up offers to guests, exhibitors, and vendors.
  • Use post-event surveys to capture insights about the event.
  • Review analytics, and prepare reports based on the numbers and data collected at the conference.

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