Conference Planning Checklist

How to plan a conference, step by step

Each step feeds the next. Do not skip the first two, because every later decision depends on knowing what the conference is for and who it is for.

1. 1

   Set the purpose and the audience

   Write one sentence on why the conference exists and who must attend for it to succeed. Choose the figures you will report afterwards.

2. 2

   Fix the budget and the date

   Set the budget with a contingency line, then choose the date against holidays and industry events that compete for your audience.

   Event budget guide
3. 3

   Book the venue

   Check capacity, breakout rooms, exhibit space, accessibility, Wi-Fi, catering rules and load-in times before you sign.

4. 4

   Shape the programme

   Choose the themes and session formats, then recruit speakers and set the agenda. Leave breaks and networking time in the timetable.

   Conference agenda guide
5. 5

   Open registration and sell sponsorship

   Publish the registration page with ticket types and dates, and offer sponsors and exhibitors what they get in return.

   Event registration form guide
6. 6

   Promote the conference

   Announce speakers as they confirm, send reminders to the people who started registering, and give partners material to share.

   Event marketing plan
7. 7

   Prepare the onsite operation

   Plan signage, staffing, check-in, AV and the run of show, and brief everyone before the doors open.

   Run of show template
8. 8

   Run the days, then follow up

   Keep to the schedule, collect feedback while people are still in the room, and send thanks, materials and a survey within days of closing.

The checklist by phase

Treat the times as a guide. A conference with international speakers or a large exhibition may need a longer lead; a small one may need less.

Conference planning checklist template

Copy it, set a date and an owner against each line and keep one version where the whole team can see it.

CONFERENCE PLANNING CHECKLIST
Conference: [name]    Dates: [dates]    Venue: [venue]
Lead organizer: [name]    Attendees expected: [number]

FOUNDATION
[ ] Purpose and audience written down
[ ] Success measures chosen: [for example, attendance, revenue, satisfaction]
[ ] Budget approved, with contingency
[ ] Date set and checked against competing events
[ ] Planning team and roles named

VENUE AND PROGRAMME
[ ] Venue visited, contract signed
[ ] Themes and session formats chosen
[ ] Call for speakers sent, speakers confirmed in writing
[ ] Agenda drafted, with breaks and networking time
[ ] Speaker briefing sent: time, room, AV, bio, slides deadline

SALES AND MARKETING
[ ] Event website and registration page live
[ ] Ticket types, prices and dates set
[ ] Sponsor and exhibitor packages written and sent
[ ] Email and social promotion plan scheduled
[ ] Reminder emails to unfinished registrations

LOGISTICS
[ ] Catering confirmed, dietary needs collected
[ ] AV, streaming and Wi-Fi confirmed
[ ] Signage and wayfinding ordered
[ ] Exhibitor floor plan and load-in schedule
[ ] Accommodation and transport for speakers and guests
[ ] Insurance and permits checked

FINAL PREPARATION
[ ] Final attendee list and numbers to venue and caterer
[ ] Badges ready and check-in process tested
[ ] Staff and volunteers briefed, shifts shared
[ ] Run of show shared with every supplier
[ ] Contingency plans for speaker no-show, tech failure, weather

CONFERENCE DAYS
[ ] Registration open on time
[ ] Sessions start and end on time
[ ] Sponsor and exhibitor needs handled
[ ] Feedback collected before people leave

AFTER THE CONFERENCE
[ ] Thank-you emails sent
[ ] Survey sent
[ ] Recordings and slides shared
[ ] Suppliers paid and contracts closed
[ ] Results compared with the goals
[ ] Lessons written for next year

Planning a conference with Eventdex

Eventdex does not store your checklist, and it does not provide the venue, speakers or catering. It covers the technology parts of the checklist, and says so on these pages:

• Registration and tickets

  Branded registration pages with ticket types, early bird and add-on tickets and promo codes.

  Event registration software

• Agenda and event app

  Build the schedule and sessions, then publish them with your speakers, exhibitors and floor map in a branded event app.

  Event management mobile app

• Floor plans for the exhibit area

  Draw the hall with booths, aisles and open areas, and let exhibitors book their booth on it.

  Floor plan software

• Check-in and badges

  QR check-in and on-demand badge printing for the conference days.

  Onsite event management software

• Questions and feedback

  Session Q&A with moderation, and surveys after each session.

  Live Q&A widget