Conference Planning Checklist

Planning a successful conference requires meticulous attention to detail, extensive preparation, and seamless coordination. Here’s the most comprehensive checklist to ensure no stone is left unturned, covering every stage from initial brainstorming to post-event follow-ups.

Download Conference Planning Checklist Excel and PDF

Phase 1: Initial Planning and Goal Setting

1. Define Objectives:
   • Determine the purpose (e.g., networking, knowledge sharing, product launch).
   • Set measurable goals (e.g., attendee count, leads generated).
2. Establish Budget:
   • Estimate costs for venue, catering, AV, marketing, travel, and contingency funds.
   • Secure funding or sponsorships.
3. Create a Planning Team:
   • Assign roles (e.g., logistics, marketing, speaker liaison).
   • Define responsibilities and timelines.
4. Choose a Date and Location:
   • Check for conflicts with other major events.
   • Consider weather, travel feasibility, and audience preferences.

Phase 2: Pre-Event Planning

Venue Selection:

• Book a venue that fits your size, style, and budget.
• Confirm availability of parking, Wi-Fi, accessibility, and breakout rooms.
• Conduct site visits and finalize contracts.

Content Planning:

• Identify themes and topics relevant to your audience.
• Develop an agenda with key sessions, panels, and breaks.
• Confirm keynote speakers, panelists, and moderators.

Technology Setup:

• Secure audiovisual equipment (projectors, mics, cameras).
• Plan for hybrid/virtual components (streaming platforms, chat tools).
• Test registration software and event apps.

Sponsorships and Partnerships:

• Create sponsorship packages.
• Reach out to potential sponsors and partners.
• Finalize agreements and deliverables.

Vendor Coordination:

• Book catering services and confirm dietary requirements.
• Arrange for decorations, signage, and branded materials.
• Coordinate with AV and technical teams.
• Hire a professional video crew to capture key moments, B-roll, and interviews.

Permits and Insurance:

• Check local regulations and obtain permits.
• Secure event insurance.

Phase 3: Marketing and Promotions

1. Create a Marketing Plan:
   • Identify target audiences.
   • Set timelines for promotional activities.
2. Design Branding:
   • Develop a logo, tagline, and event-specific visuals.
   • Create templates for emails, social media, and print materials.
3. Launch Event Website:
   • Include event details, agenda, speaker bios, and registration links.
   • Optimize for SEO and mobile compatibility.
4. Promotional Channels:
   • Email campaigns to past attendees and prospects.
   • Social media posts and paid ads.
   • Press releases and media outreach.
5. Engage Attendees:
   • Share behind-the-scenes updates.
   • Host contests or giveaways for free tickets.

Phase 4: Event Logistics

Attendee Registration:

• Monitor registrations and follow up with incomplete sign-ups.
• Send confirmation emails with event details.
• Prepare badges and registration packets.

Schedule Finalization:

• Share the final agenda with speakers and panelists.
• Confirm timing for keynotes, sessions, and breaks.

On-Site Preparation:

• Arrange check-in desks and signage.
• Distribute walkie-talkies to the organizing team.
• Conduct a walkthrough with all vendors.

Speaker Coordination:

• Provide presentation templates and deadlines.
• Arrange for speaker transportation and accommodation.
• Assign speaker liaisons for assistance.

Emergency Planning:

• Identify emergency exits and protocols.
• Have a first aid kit and medical personnel on standby.
• Create backup plans for technology or schedule disruptions.

Phase 5: Day-of-Event Execution

1. Pre-Event Setup:
   • Ensure all equipment is functional.
   • Distribute agendas and attendee materials.
   • Verify catering setup and seating arrangements.
2. Registration Desk:
   • Set up laptops or tablets for check-ins.
   • Have a dedicated help desk for inquiries.
3. Session Management:
   • Assign moderators to keep sessions on time.
   • Test microphones and clickers before each session.
4. Networking Opportunities:
   • Set up designated networking zones.
   • Provide conversation starters or icebreakers.
5. Monitor Attendee Experience:
   • Conduct on-the-spot surveys.
   • Have volunteers address attendee concerns.

Phase 6: Post-Event Activities

1. Event Wrap-Up:
   • Thank attendees, speakers, and sponsors.
   • Distribute certificates or giveaways.
2. Data Collection:
   • Analyze attendee feedback forms.
   • Review registration numbers and engagement metrics.
3. Marketing Follow-Up:
   • Share event highlights and recordings.
   • Post thank-you messages on social media.
   • Send follow-up emails with key takeaways.
4. Financial Reconciliation:
   • Settle all vendor payments.
   • Review budget performance.
5. Post-Mortem Meeting:
   • Evaluate what went well and areas for improvement.
   • Document lessons learned for future events.

Go ahead and checkout the PDF checklist I created for you. You can download this checklist here: Download Conference Planning Checklist Excel and PDF