A successful conference is the result of a major investment in time and conscientious planning. A successful conference requires the right support and a clear vision of the conference.
Phase One: Formulating the Ideas
When: Six to Eight Months in Advance
- What is the conference theme?
- What are the conference objectives?
- When will the conference be held.
- Whom will do what – appoint committees if necessary
- What is the conference budget and registration fee.
- Who fill fund the conference?
Phase Two: Pulling the Details Together
When: Four to Six Months in Advance
- Revise budget; Have funding goals been met?
- Determine the agenda of the conference.
- Notify delegates of date, place and objectives of the conference.
- Finalize conference facility and entertainment arrangements.
- Determine conference food and beverage requirements.
- Determine conference audio visual requirements and equipment needs for speakers and special events.
- Finalize specific meeting rooms and layouts requirements.
- Document all decisions in contractual form.
- Make all necessary conference accommodation for delegates and VIP’s
- Make the appropriate conference transportation arrangements.
- Determine the promotional items and conference giveaways. Place order and confirm delivery date if applicable.
- Arrange for any on-site communication requirements. Conferences typically require internet connectivity (including wireless access), office services (such as printing and binding and audio-visual equipment.
- What are the on-site staffing requirements such as registration staff, runners, exhibit coordinators, and assigned hosts for VIPs.
Phase Three: Marketing and Delegate Communication
When: Three Months in Advance
- Arrange for necessary press releases (if applicable)
- Collate the conference materials that need to be reproduced.
- Prepare the materials that need to be included in registration packet.
- Finalise airport and ground transportation arrival arrangements (ie greeters).
- Finalise conference meeting room setups and notify site of additional requirements.
- Order necessary signage, conference banners, and room signage.
Phase Four: Confirming Conference Supplies & Delegate Arrangements
When: Four to Six Weeks in Advance
- Reconfirm audio visual and equipment requirements with conference venue.
- Reconfirm with all external conference vendors.
- Produce all materials that will need to be distributed.
- Finalise speaker gifts.
- Notify delegates regarding meeting attire, agenda, accommodation and travel arrangements. Include conference participation requirements, telephone numbers and contact information.
Phase Five: Confirming Conference OnSite Details
When: Two Weeks in Advance
- Complete registration packet, name tags and conference survey.
- Send all required materials to conference venue and ensure arrival is confirmed.
- Confirm number conference attendees with hotel and caterer as well as any special dietary requirements.
Phase Six: Final Considerations
When: One Week in Advance
- Consider any weather altering scenarios.
- Ensure all deliveries have been confirmed.
- Consult with necessary security and parking officials to coordinate conference logistics.
- Finalise billing arrangements with conference facility.
- Check inventory of conference materials and supplies. Compile conference registration packs that will be distributed to delegates. Set up a separate conference registration area if necessary.
Phase Seven: Post Conference Follow Up
When: One to Four Weeks After Conference
- Send thank you notes to personnel
- Send thank you notes to Conference presenters.
- Send any meeting notes to delegates together with
- Review all invoices for accuracy and make final payments.