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Conference check list

Conference planning can be daunting if it is your first time. This checklist provides a timeline of tasks required to organize a conference This checklist is designed as a starting point for conference planning. Copy and paste it into an MS Word document and customize it to your needs by deleting some items, tweaking others and adding to the to do list. The to do list is in chronological order although you may find that some things happen concurrently or that the order shifts due to various circumstances

To Do for Conference
1. 2. 3. 4. 5. 6. 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 7. Book a block of hotel rooms for participants, staff/volunteers and presenters 8. Book audio visual equipment and technicians 9. Decide on a theme and outcome for the event 10. Send a save the date email to potential participants, presenters and staff/volunteers 11. Create promotional plan email campaign, web site, print materials 12. Cut a place holder announcement on web site with preliminary details 13. Develop a conference daily schedule of events 14. Recruit internal (staff/member) speakers 15. Book the key note speaker and other speakers, request workshop descriptions and presenter profiles 16. Select and order presenters gift(s) and/or prizes 17. Book flights, rental cars or other transportation 18. Book the caterer and get menu suggestions 19. Gather print and web copy for designer logo, pictures, presenter profiles, workshop descriptions, conference schedule, promotional copy 20. Plan the registration process deadline for early bird and final registrations, create/enter data into database, create/upload information for web registration 21. Create a supply list, order supplies that need lead time 22. Start planning brochure printing deadlines, graphic artist booked 23. Design welcome packages and ice breaking exercise 24. Order printing: brochures, t shirt printing, trinkets, banners/signage etc. 25. Web page uploading/design registration, information on the location (map, weather link), hotel room booking, conference schedule, key note speaker and other presenters profiles. 26. Distribute brochures

27. Determine workshop room assignments, create audio visual needs list and workshop room layouts (classroom, theatre, pods) 28. Publish workshop descriptions and finalized workshop schedule on the web site 29. Start early bird registration 30. Finalize participant, presenter and staff list 31. Finalize the menu 32. Finalize the audio visual equipment booking 33. Confirm with the cater the final count of meals required 34. Create signage 35. Finalize task lists/instructions for staff/volunteers 36. Finalize instructions for presenters 37. Create name tags and welcome packages (schedule of events, maps, tickets, paper, pen, trinkets, instructions) 38. Create organizers supplies kit (stapler, scissors, painters tape, markers, card stock, blank name tags, extension cord(s), pens, paper clips, sticky notes) 39. Arrange for shipment of supplies Copyright 2007 Joni Rose and Suite 101. All rights reserved. Any unauthorized use will constitute an infringement of copyright.