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Conference planning checklist

 

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Conference planning checklist

Conference planning checklist can be useful when arranging of conference is required. Conference planning is very complicated arrangement and it is obvious that all conference planning tasks cannot be kept in mind, so appropriate checklist is necessary. This checklist was elaborated to facilitate the process and include various activities that should be performed to assure the successful conference organization. It can be easily and quickly modified, supplemented with details by user according to user's requirements.


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General:

  • Determine conference name and main topics.
  • Determine the location
  • Set the conference time-scopes (dates)
  • Set the daily start and end times
  • Create preliminary budget

Location:

  • Contact appropriate hotels, business centers and conference halls for free conference space in designated location
  • Arrange site inspections to compare properties
  • Research place capabilities - square and audio-visual equipment available
  • Research and compare housing options/prices
  • Research and compare banquet options/price s
  • Research and compare suppliers of necessary goods
  • Research parking issues and transportation routes
  • Confirm dates, hours and prices.
  • Negotiate contract

Speakers :

  • Apply speakers bureau or industry experts for keynote speakers
  • Make a preliminary list of potential speakers
  • Contact potential speakers
  • Research the terms of performances
  • Finalize list of speaker s
  • Schedule speakers' performances
  • Agree the performance schedule with speakers
  • Send official invitations
  • Negotiate a contract with speakers
  • Make accommodation bookings
  • Assist with travel if required
  • Arrange hospitality and transportation as required

Marketing:

  • Write conference marketing plan.
  • Create the list of potential sponsors
  • Negotiate contracts with sponsors
  • Create conference theme and logo
  • Create promotional plan - Internet campaign, TV/Radio campaign, printed materials
  • Design and print brochures, tickets, advertising materials, invitations
  • Arrange advertising
  • Make announcements in appropriate journals and newsletters
  • Make announcements via TV/Radio
  • Make announcements on appropriate web sites
  • Make a promotion at appropriate conferences
  • Organize advertising materials distribution
  • Ensure publicity through appropriate societies
  • Design and order t-shirts, trinkets, name tags, presents etc.

Organization:

  • Organize conference committee
  • Organize system of payments
  • Organize staffing, volunteers/staff registration
  • Organize system of participants registration
  • Organize accommodation for staff/volunteers
  • Make a preliminary list of participants
  • Plan banquets, entertainments, catering
  • Elaborate schedule of events for each conference day
  • Finalize list of participants
  • Organize accommodation for participants
  • Organize conference premises decoration
  • Organize purchase of necessary things
  • Book banquets, entertainments, catering
  • Send invitations to all participants
  • Check the list of audio-visual equipment available
  • Book technicians for audio-visual equipment
  • Ensure audio-visual equipment is operational
  • Finalize responsibilities and


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