Conference Planning Checklist

17 oktober 2016

Planning successful events, from a simple meeting to a several day conference, takes forethought and time and will require many months of planning and coordination.

As Early As Possible (more than 1 year in advance):
- Set dates
- Program Planning and Design
- Housing

9-12 Months:
- Registration and create a website
- Create advertising brochures

6-9 Months:
- Travel
- Contact speakers

4-6 Months:
- Meet with Catering, Facilities, Media Services, and Conference Services

3-4 Months:
- Finalize the Program Schedule

2 Months:
- Finalize guest list for special events
- Update Budget

6 Weeks:
- Mail brochure to guests

1 Months:
- Finalize details and administrative responsibilities for the conference

2 Weeks:
- For registered participants: include map, shuttle schedule, and registration times for the participant’s arrival at the conference
- For session chairs/introducers: include time of session, CV of presenter(s)

1 Week:
- Name tags
- Registration listing of participants

Week of conference:
- Double check arrangements: confirm room reservations, particularly for afterhours or weekend times

Check the full list here.



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