What to Remember to do When Organizing a Training Conference
 
Conference planning can be daunting if it is your first time. This checklist provides a timeline of tasks required to organize a conference.


To Do for Conference

__set the date(s)

__set the daily start and end time(s)

__determine the location

__create a budget and accounting system

__book the venue(s), social activities and workshop rooms

__determine a preliminary list of potential participants, staff/volunteers and presenters

__book a block of hotel rooms for participants, staff/volunteers and presenters

__book audio visual equipment and technicians

__decide on a theme and outcome for the event

__send a "save the date" email to potential participants, presenters and staff/volunteers

__create promotional plan – email campaign, web site, print materials

__put a place holder announcement on web site with preliminary details

__develop a conference daily schedule of events

__recruit internal (staff/member) speakers

__book the key note speaker and other speakers, request workshop descriptions and presenter profiles

__select and order presenter's gift(s) and/or prizes

__book flights, rental cars or other transportation

__book the caterer and get menu suggestions

__gather print and web copy for designer – logo, pictures, presenter profiles, workshop descriptions, conference schedule, promotional copy

__plan the registration process – deadline for early bird and final registrations, create/enter data into database, create/upload information for web registration

__create a supply list, order supplies that need lead time

__start planning brochure – printing deadlines, graphic artist booked

__design welcome packages and ice breaking exercise

__order printing: brochures, t shirt printing, trinkets, banners/signage etc.

__web page uploading/design – registration, information on the location (map, weather link), hotel room booking, conference schedule, key note speaker and other presenter's profiles.

__distribute brochures

__determine workshop room assignments, create audio visual needs list and workshop room layouts (classroom, theatre, pods)

__publish workshop descriptions and finalized workshop schedule on the web site

__start early bird registration

__finalize participant, presenter and staff list

__finalize the menu

__finalize the audio visual equipment booking

__confirm with the cater the final count of meals required

__create signage

__finalize task lists/instructions for staff/volunteers

__finalize instructions for presenters

__create name tags and welcome packages (schedule of events, maps, tickets, paper, pen, trinkets, instructions)

__create organizers supplies kit (stapler, scissors, painter's tape, markers, card stock, blank name tags, extension cord(s), pens, paper clips, sticky notes)

__arrange for shipment of supplies