Conference Checklist

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 organising committee and establish what information/stats can be passed on
Appoint a 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 subcommittees
Select social events and venues
Consider programme 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

12-6 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 and arrange press releases
Design/print preliminary brochure (where appropriate)
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 programme

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
Print menus/tickets (if appropriate)
Organise tourist information for delegate bags
Confirm booking with delegates and 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 caterers
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

Contattaci

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Servizi

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