Planning a conference is a huge job \u2014 they often take close to two years to plan, depending on the size of the event. However, if you\u2019re ready to make quick decisions and use some handy shortcuts, you can get everything done much sooner. It\u2019s easy to get bogged down in the details of planning, which will just eat up all of your time. Ideally, this conference planning checklist can help you avoid the pitfalls of overthinking, so you can move swiftly through the entire planning process.
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Twelve months before the determined date of your event is when you should start thinking about vision, themes, and the objectives of the conference. This is also the time to work out logistics. How many people do you want to attend your conference? Who do you have in mind for potential presenters? What kind of space requirements will you have? <\/p>\n\n\n\n
This is a good time to take a look at Peerspace<\/a> \u2014 the largest online marketplace for event and meeting spaces. Don\u2019t just think about the location of the actual conference; Peerspace can help you find the perfect locations for off-site meetings, dinner party venues, or a spot for happy hour drinks. <\/p>\n\n\n\n Once you have some theme details ironed out, you\u2019ll also want to begin designing your website and registration platform. This is also a good time to start thinking about any special events you want to have, like golf outings or special tours for your guests. While doing all of this, be sure to have a rough budget outline. If you\u2019re going to seek co-sponsorship for the conference, now is the time to reach out to others. <\/p>\n\n\n\n \n Peerspace makes it easy to book the perfect conference space. Browse our location library and enjoy no-hassle bookings today. <\/p>\n\n \n \n Find conference spaces<\/a>\n\n \n <\/div>\n At this point on the conference planning checklist, you\u2019ll want to know which speakers and presenters you want, then start the process of reaching out to them. This is also a good time to secure accommodations for your speakers and begin working out their travel arrangements. You\u2019ve had a couple of months to work on the website, so it may be advantageous to launch it officially, along with the registration platform. Now you can begin promoting your conference via email: outline the theme, location, and any associated registration fees. Get on people’s radar early.<\/p>\n\n\n\n During this phase, you\u2019ve hit your hard deadline for proposals. You need plenty of time to review each proposal for presentation; this way, you can notify the people who submitted whether or not they\u2019ve been accepted or declined. This is also a good time to begin recruiting volunteers \u2014 this will be an ongoing process over the next few months, but the sooner you begin, the sooner it\u2019s something you can cross off of your conference planning checklist.<\/p>\n\n\n\n By now, you have a good idea of your speaker lineup, and you\u2019ve accepted proposals for presentations. You have all of your location details worked out, and you\u2019ve planned your off-site and extra events. You should have a strong sense of the conference agenda to finalize the program. Update your conference website with those details. <\/p>\n\n\n\n This is a shorter section of the conference planning checklist, but these tasks are still essential. Having all the speakers and presentation topics online will probably draw in even more pre-registrations, since those participants will have their own followings, and people will get excited about specific topics.<\/p>\n\n\n\n With your agenda finalized, you now have a good sense of who\u2019s speaking and presenting, as well as where they\u2019ll be doing that. You also have some estimates on how many people will be attending the conference. This is the time to reach out to vendors to secure your A\/V needs, furniture, and begin planning your catering needs. <\/p>\n\n\n\n This is another area where Peerspace can make your life easier. By using our Concierge<\/a> service, coordinating A\/V, furniture, and catering logistics has never been easier. And by letting us do the heavy lifting in those areas, it lets you focus on what really matters: planning a great conference. <\/p>\n\n\n\n It\u2019s time to send out reminder emails to all of your speakers. You\u2019ll also want to start preparing the designs and orders for your paper materials, like attendee name tags. This will be a rolling process until registration closes (whenever you decide to set that deadline), but it\u2019ll save you a lot of stress if you don\u2019t let these pile up. <\/p>\n\n\n\n You should also submit your order for the printed programs you\u2019ll hand out to attendees at the door. Double-check all of your small details, like flowers and decorations. And, finally, you can go ahead and design your conference poster and other art assets.<\/p>\n\n\n\n \n Peerspace makes it easy to book the perfect conference space. Browse our location library and enjoy no-hassle bookings today. <\/p>\n\n \n \n Find conference spaces<\/a>\n\n \n <\/div>\n With just two weeks to go, the heavy lifting is mostly done. Be sure to confirm your reservations for meeting rooms, menus with caterers, and tally your final guest count. That conference poster you designed? Time to go ahead and get that printed. Update your conference website with all of the latest details and designs.<\/p>\n\n\n\n If you\u2019ll be using session moderators, go ahead and work those assignments out. At this point, too, the program should be pretty much set in stone. Send out an email to everyone registered with a digital version of that, and be sure to inform your speakers of their specific schedules. <\/p>\n\n\n\n With one week to go, you\u2019re entering a kind of \u201cdress rehearsal\u201d mode. Ship whatever materials you have to your conference location, including the name tags, printed programs, and posters. You want to be able to get the name tags organized and passed out efficiently at your registration tables. <\/p>\n\n\n\n Touch base with both attendees and speakers and update them on any last-minute changes \u2014 hopefully, you won\u2019t have many of these. Then, it\u2019s important to hold a pre-conference meeting with your planning committee and event planner (if you\u2019re using one) for a walk-through of your locations. Look for anything that got lost in the shuffle and needs to be addressed quickly. Be sure to double-check your furniture and A\/V setups. If you are giving gift bags to attendees, now is the time to get those ready as well. <\/p>\n\n\n\n The conference is over, and it was a big success. There\u2019s only a handful of tasks to do now, but they are important ones. Firstly, be sure to send thank-you letters to your VIPs and sponsors. It\u2019s smart to conduct a post-event email survey with your attendees to learn what worked well and what didn\u2019t for your next conference. And, finally, wrap up any outstanding financial settlements you may have with your speakers. And that\u2019s it! <\/p>\n\n\n\n Planning a conference is a huge job \u2014 they often take close to two years to plan, depending on the size of the event. However, if you\u2019re ready to make quick decisions and use some handy shortcuts, you can get everything done much sooner. It\u2019s easy to get bogged down in the details of planning,<\/p>\n","protected":false},"author":1,"featured_media":4882,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_yoast_wpseo_title":"","_yoast_wpseo_metadesc":"This conference planning checklist can help you avoid the pitfalls of overthinking, so you can move swiftly through the entire planning process. It\u2019s easy to get bogged down in the details of planning, which will just eat up all of your time.","footnotes":""},"categories":[431,430],"tags":[19,73,18,17,20,60,13,1171],"cohorts":[1307],"class_list":["post-4833","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-events","category-meetings","tag-corporate-event-planner","tag-corporate-events","tag-event-planner","tag-event-planning","tag-event-planning-tips","tag-event-venues","tag-events","tag-how-to-plan"],"acf":[],"yoast_head":"\nHere are a few items to check off your list:<\/h4>\n\n\n\n
Book the perfect conference space.<\/h2>\n\n \n \n
10 months out from your event<\/h3>\n\n\n\nKey action points:<\/h4>\n\n\n\n
Eight months from your event<\/h3>\n\n\n\n
Key action points: <\/h4>\n\n\n\n
Six months from your event<\/h3>\n\n\n\nKey action points:<\/h4>\n\n\n\n
Four months from your event<\/h3>\n\n\n\nKey action points:<\/h4>\n\n\n\n
Two months from your event<\/h3>\n\n\n\nKey action points:<\/h4>\n\n\n\n
Book the perfect conference space.<\/h2>\n\n \n \n
Two weeks from your event<\/h3>\n\n\n\n
Key action points:<\/h4>\n\n\n\n
One week from your event<\/h3>\n\n\n\nKey action points:<\/h4>\n\n\n\n
After the conference<\/h3>\n\n\n\nKey action points:<\/h4>\n\n\n\n
Conference planning is a big responsibility, especially if it’s your first time tackling a task like this. But with careful planning and attention to detail, as well as a willingness to make quick decisions, you can definitely get the job done. Peerspace<\/a> is here to help with some of the bigger decisions and make your life easier during the planning process. And with this conference planning checklist, you can stay organized and be sure that nothing gets lost in the shuffle.
<\/p>\n\n\n\nFind a unique event venue on Peerspace<\/a><\/strong><\/em> <\/h2>\n","protected":false},"excerpt":{"rendered":"