Comprehensive 22-Point Conference Planning Checklist

Planning a conference successfully requires meticulous attention to detail and a well-structured plan. This guide will walk you through the conference event planning process, from pre-planning to post-conference activities.

Our conference planning checklist covers various aspects, such as selecting the right venue, organising the conference schedule, engaging keynote speakers, and creating a memorable experience for attendees.

Pre-Planning Phase

The pre-planning phase is the foundation of a successful conference. During this stage, careful consideration and strategic planning are essential to ensure all aspects of the event are covered.

1. Establish The Conference Theme And Goals

To effectively organise a conference, start by clearly defining its purpose. Determine whether the aim is to educate attendees, facilitate networking, or launch a product, as this will guide the planning process.

Next, choose a conference theme that resonates with your target audience and mirrors the latest industry trends.

The theme will influence your marketing materials, dictate the choice of keynote speakers, and structure the conference agenda, ensuring a cohesive and engaging event.

2. Form A Planning Committee

Form a planning committee for assembling a team with distinct roles, including logistics, marketing, sponsorship, and attendee management. Ensure each member has defined responsibilities. Schedule regular updates to maintain transparency and efficiency.

Additionally, conduct an initial pre-conference meeting to establish a comprehensive conference plan, assign deadlines, and distribute tasks among team members to facilitate a well-organised and successful event.

3. Develop A Budget

When planning, it's essential to estimate costs, which should encompass expenses for the conference venue, AV equipment, promotional materials, and speaker fees. Don't forget to also account for potential unexpected costs.

Identifying funding sources is equally important; seek out possible sponsors and partnerships to help fund the event. Crafting sponsorship packages that offer genuine value can significantly help attract the necessary support.

4. Select The Right Date And Venue

When organising an event, it is crucial to choose the right date to avoid conflicts with other major events in your industry or public holidays. You should also consider the availability of your keynote speakers and the convenience of international attendees.

Equally important is booking the right venue, ensuring it can accommodate the expected number of attendees and providing necessary facilities like Wi-Fi, breakout rooms, and accessible accommodations; conducting a site visit to confirm these details is highly recommended.

5. Design The Conference Website

To ensure the conference website is informative and current, it should comprehensively detail all aspects of the event, including the agenda, keynote speakers, venue information, and registration processes.

Additionally, it's crucial to regularly update the site with the latest news, any changes to the event, and significant announcements to keep potential attendees well-informed and engaged.

6. Plan The Conference Agenda

Develop a comprehensive schedule that encompasses keynotes, breakout sessions, panel discussions, and networking opportunities. Balancing these sessions and breaks is crucial to ensuring attendees remain engaged throughout the event.

Additionally, prioritise the selection of engaging keynote speakers and panellists, ensuring they possess the knowledge and charisma to captivate the audience. Secure their bios and photos in advance for promotional purposes.

7. Coordinate With Suppliers

Coordinating with the right suppliers is crucial to the success of a conference. Here are key suppliers to consider:

• AV Equipment Supplier: Provides sound systems, projectors, screens, and technical support. They help ensure seamless presentations and live streaming.
• Catering Service: Offers a variety of food and beverage options. Caters to different dietary needs and preferences for a pleasant dining experience.
• Event Production Company: Choose a company that can manage stage setups, lighting, and event design to create a visually appealing and functional space.
• Printing Services: Find a company that produces high-quality promotional materials, name badges, and delegate packs.

8. Promote The Event

Leveraging email campaigns, social media, and press releases is essential for the marketing strategy to draw attendees. These should highlight the advantages of attendance and the unique events on offer.

Concurrently, creating attractive promotional materials is crucial; this includes producing eye-catching brochures, flyers, and social media graphics to effectively communicate the event's value and engage potential attendees.

9. Coordinate Logistics

To enhance the event experience, we will coordinate discounted blocks at recommended hotels for attendees, with a curated list on the conference website.

Recognising the importance of accessibility, we will also organise transportation options, particularly for those venues situated away from major transportation hubs, ensuring a seamless and enjoyable experience for all attendees.

Those venues are situated away from major transportation hubs, ensuring a seamless and enjoyable experience for all attendees.

On The Day Of The Conference

The day of the conference is when all your meticulous planning comes to life. Ensuring the event runs smoothly requires coordination, quick thinking, and attention to detail.

Maintaining a calm and organised environment is crucial to handling any unexpected issues that may arise and ensuring a positive experience for all attendees.

10. Final Preparations

Arrive early at the venue to ensure everything is set up and ready. Check all AV equipment, stage setups, and registration desks. Prepare and distribute delegate packs containing the conference schedule, name badges, swag bags, and other relevant materials.

11. Registration And Welcome

To ensure a smooth start, the check-in process must be streamlined. This involves making sure the registration is efficient to prevent long lines, ensuring ample staff is on hand, and clearly marking the registration desks.

Additionally, kicking off the conference with a welcome speech is essential. This speech should set the overall tone and highlight the key aspects of the event, ensuring attendees are well-informed and engaged right from the start.

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12. Managing Sessions

Please ensure that all sessions start and end on time. Coordinate with session chairs and speakers to keep the schedule on track. Provide clear directions and signage to guide attendees to various breakout rooms and assign staff to assist with any issues.

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13. Networking Opportunities

Create spaces and times for networking, such as coffee breaks, lunch sessions, and social events. Incorporate live food stations, which offer a variety of delicious options that can serve as great conversation starters, to encourage interaction among attendees.

Plan evening social events or dinners to allow for informal networking and relaxation, enhancing these events with carnival games and bouncy castles for a fun and engaging atmosphere to make your conference stand out.

14. Technical Support

Have technical staff on hand to troubleshoot any issues with presentations, microphones, or live streaming setups and ensure the Wi-Fi is robust enough to handle the needs of all attendees and presenters.

Hiring the best tech support for conferences is crucial to ensure all technical aspects run smoothly, enhancing the overall event experience.

Begin the hiring process early, ideally several months before the conference, to allow ample time for vetting and securing top talent. Look for tech support with extensive experience in managing similar events, strong problem-solving skills, and excellent references from past clients.

15. Engage Attendees

Incorporate Q&A sessions, polls, and interactive workshops to keep attendees engaged, and use event apps or feedback forms to collect real-time feedback from attendees.

To further enhance engagement, consider adding FunCo's photo and video services, where professional providers capture high-quality photos and videos of the event, offering attendees memorable keepsakes and boosting your conference's social media presence.

16. Media And Press

A successful conference also hinges on effective media and press coverage to amplify its impact. Distribute a well-crafted press release before, during, and after the conference, highlighting key moments, major announcements, and significant takeaways to generate buzz and extend the reach of your event.

Arrange interviews with keynote speakers, panellists, and important guests to provide in-depth insights and attract media attention. Designate a press area where media representatives can conduct interviews and gather information.

17. Health And Safety

Develop a detailed emergency plan that covers various scenarios, including medical emergencies, fire evacuations, and security threats. Share this plan with all staff members and conduct briefings so everyone knows the procedures.

Ensure that first aid services are readily available, with clearly marked stations and trained personnel on-site.

Post-Conference Activities

The post-conference phase is crucial for several reasons, as it sets the stage for future successes. This period allows you to gather and analyse feedback from attendees, providing invaluable insights into what worked well and what needs improvement.

18. Collect Feedback

Send out post-conference surveys to all attendees to gather feedback on their experience, asking about various aspects such as the venue, sessions, and overall event experience. Review the feedback to identify what worked well and what could be improved for future events.

19. Thank You Messages

Send thank you emails to attendees, speakers, sponsors, and volunteers, acknowledging their contributions and sharing highlights from the conference. Post thank you messages and photos from the event on social media to keep the momentum going.

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20. Post-Conference Content

Upload recorded sessions, slides, and photos on the conference website, and provide summaries and key takeaways for those who could not attend. Make live-streamed content available on-demand for attendees to revisit.

21. Financial Reconciliation

Compare actual expenses against the budget to identify discrepancies and analyse the event's financial performance. Ensure all payments to vendors, speakers, and the venue are settled promptly.

22. Debrief With The Team

Hold a debriefing session with the planning committee to discuss what went well and areas for improvement. Document the lessons learned and create a reference guide for the next conference.

General Tips For Successful Conference Planning

Organising events, including conferences and seminars, can undoubtedly present challenges. However, following these expert tips can transform the experience into a less stressful, more enjoyable, and smooth sailing journey, ensuring your event leaves attendees excited and eagerly anticipating the next.
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• Plan Early: Start planning well in advance to avoid last-minute rushes and ensure all details are covered.
• Stay Organised: Use project management tools to keep track of tasks, deadlines, and progress.
• Communication: Maintain clear and regular communication with all stakeholders, including your planning team, speakers, sponsors, and attendees.
• Flexibility: Be prepared for any unforeseen challenges and make necessary adjustments.

Common Pitfalls To Avoid

Even with careful planning, certain common mistakes can derail your conference. Awareness of these pitfalls and how to avoid them will help ensure a smooth and successful event.
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• Underestimating Time: Don't underestimate the time required for planning and preparation.
• Ignoring Feedback: Pay attention to attendee feedback to improve future events.
• Overlooking Details: Small details can make a big difference. Ensure everything is double-checked and nothing is overlooked.
• Poor Marketing: A successful conference requires effective marketing to attract the right audience.

Conclusion About Conference Planning Checklist

By utilising this comprehensive conference planning checklist, you ensure that your event runs smoothly and leaves a lasting impression on attendees. A checklist is crucial as it ensures that no detail is overlooked, guaranteeing a seamless experience for organisers and participants.

FunCo's experienced event organising team is here to support you every step of the way, offering expert event management and rental services like carnival games, bouncy castles, arcade machines, and more.

Each step is crucial in creating a memorable and successful event, from the initial planning stages to post-conference activities. Schedule a consultation today!