Conference Planning Guide

• Determine a preliminary list of potential participants, staff/volunteers and presenters attending.
• Determine the location.
• Obtain quotes from potential Conference Centres – ensure quoted price is fully inclusive of conference room hire, audio visual equipment and catering, so there are no surprises when you receive the invoice.
• Create a budget.
• Attend a site inspection of the short listed Conference Centres.
• Book the Venue – check on the venue’s facilities, audio visual equipment and support, accommodation capacity, conference planning support, menu options, breakout space.
• Determine whether activities are required and book them in - Determine the objective, ie; whether it is to communicate a corporate objective, just for fun or to provide continuity with team. Select activities and presenters that can help achieve the conference purpose.
• Decide on a theme and outcome for the event.
• Send an email to potential participants, presenters and staff/volunteers and have them pencil in the date.
• Develop a conference agenda or schedule of events.
• Recruit internal (staff/member) speakers.
• Book the key note speaker and other special guests.
• Book flights, rental cars or other transportation.
• Design welcome packages and ice breaking exercise.
• Ensure you have required banners/signage etc.
• Email out information on the location (map, weather link), conference schedule, key note speaker and other presenter’s profiles.
• Determine room layouts (u-shape, theatre, team style).
• Provide participant list to venue – include dietary requirements and/or special needs.
• Provide final agenda/schedule of events to venue and confirm number of participants.
• Create name tags (venue can provide) and welcome packages.