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.