Conference checklist

We understand that a lot of time and effort goes into planning, organising, and managing an association conference. This checklist will help get you to get started and organised.

Preliminary planning - 24-18 Months to Conference

Preliminary Planning

• Consider dates, duration, size of meeting and composition of participants
• Consider conflicting events, festivals & sporting events 
• Confirm required number of session halls and exhibition space
• Contact previous organisers/Conference Org Committee and establish what information/stats can be passed on
• Appoint Professional Conference Organiser (if appropriate)
• Consider and select appropriate venue and range of accommodation
• Confirm official languages of Conference and need for translators
• Confirm organising committee – promotions, treasurer, social and sponsorship and exhibition officers
• Appoint sub-committees
•  Select social events and venues
• Consider program structure and theme

Finance

• Identify financial responsibility
• Prepare conference budget 
• Set up bank accounts (if applicable)
• Set registration fees – early bird and late registration 
• Establish reporting methods
• Prepare cash flow chart
• Consider tax implications and VAT reclaim possibilities
• Set up reporting timelines for frequent budget review
• Contact the Business Tourism Unit to discuss the Conference Ambassador programme

18-12 Months to Conference

Sponsors & Exhibitors

• Confirm build-up and breakdown times
• Confirm size of exhibitions hall, stand allocations and opening times
• Prepare a list of potential sponsors & exhibitors 
• Prepare sponsor benefit package
•  Prioritise sponsor invitations
• Confirm sponsorships

Accommodation

• Select accommodation venues
• Negotiate room rates
• Make block bookings
• Sign contracts
• Pay Deposits (if applicable)

Speaking Programme 

• Invite international, plenary and keynote speakers
• Confirm conference themes
• Select call for papers topics 
• Design and distribute call for papers (if applicable)

Travel

•  Confirm booking procedures
• Select ground transport company
• Provide schedule and numbers

Marketing

• Prepare marketing plan and budget - consider print and online promotions to promote conference
• Consider promoting conference at other complementary conferences
• Design Conference Logo
• Design Website

6-12 months to Conference

Speaking Programme

• Receipt of all abstracts to the call for papers
• Confirm all call for papers and other speakers
• Book speaker accommodation

Marketing

• Prepare database of potential delegates
• E-marketing using database
• Select appropriate publications for advertising
• Further Website development where appropriate
• Design/print letterhead
• Organise press & arrange press releases
• Design/print preliminary brochure (where appropriate) . Sample Imagery -> 
• Design, print and distribute registration brochure (where appropriate)

Staging and Production

• Select audiovisual company (if required)
• Agree on stage set and production
• Select and book entertainers
• Ensure all contracts are in writing

Social Programme

• Approximate numbers based on past conferences
• Confirm theme and entertainment
• Organise all relevant transport associated with social programme
• Prepare accompanying persons program

Conference Accessories

• Select and order Conference bags and name badges 
• Select and order other merchandise
• Confirm sponsor donated goods

6-3 Months to Conference

Marketing/Promotion –depending on the size of the conference this may need to be done earlier

• E-marketing using database
• Design/print preliminary brochure
• Design, print and distribute registration brochure Arrange press releases
• Design/print conference program. Sample imagery ->
• Print menus/tickets, (if appropriate)
• Organise tourist information for delegate bags
• Confirm Booking with delegates & provide general information required

Speakers

• Confirm Plenary and keynote speakers
• Invite and confirm other speakers
• Arrange speaker travel
• Confirm audiovisual requirements
• Confirm final arrangements
• Order speaker gifts

3 Months – Conference

• Confirm all other requirements with venue
• Confirm final numbers
• Confirm menus with caters
• Distribute Speakers packs 
• Arrange pre-conference storage and delivery
• Confirm sponsor signage
• Prepare and confirm conference run sheet
• Prepare and confirm social programme run sheet

Post Conference Administration

• Send letters of thanks to speakers, sponsors, suppliers, venues etc.
• Send invoices for outstanding accounts
• Submit requirements for any support received – e.g. Conference Ambassador Programme 
• Prepare final financial report