October 30, 2020


There are a variety of factors to consider when planning your conference. The top two factors to start with are the time of year and venue. When deciding on the best time of year to hold your conference, think about the peak season for your attendees’ businesses and professional roles. You’ll want to stay away from their busy periods, when they won’t necessarily be able to attend your event.


There are different ways to approach a conference planning checklist. It can be broken out by pre, onsite and post items, by category of activity, or can be in timeline order. Regardless of the format, it needs to include due dates and who’s responsible for each line item.


Here’s an example of a conference planning checklist, which includes the highlights:


  • Develop an event marketing plan
  • Determine event brand strategy
  • Strategize theme, based on location and event goals
  • Initiate sales program for sponsors and vendors
  • Create a dedicated conference website
  • Develop advertisements and schedule
  • Develop social media posts, content and schedule
  • Develop press release and coordinate other public relation activities
  • Develop series of reminders and schedule
  • Distribute promotional brochures  or flyers

Conference Venue

  • Research conference center venue options
  • Conduct site inspection
  • Finalize selection, confirm details and negotiate contract
  • Initiate RFP for audio/visual and Wi-Fi
  • Establish schedule for room block reports from hotel
  • Coordinate security
  • Plan catering and banquet event orders, including food and beverage

General Planning

  • Develop event budget
  • Arrange for event cancellation and liability insurance
  • Apply for music license
  • Coordinate staff travel
  • Create a daily onsite action item checklist and assignments
  • Develop an internal “show flow” agenda
  • Hire show contractor; determine exhibition area layout
  • Determine and finalize entertainment
  • Determine and purchase giveaways
  • Develop program book
  • Mobile App implementation
  • Review signage options and order
  • Coordinate decorations
  • Coordinate any special needs
  • Develop a master slide deck, to include sponsor slides


  • Set registration fees
  • Set-up a registration system and online registration
  • Coordinate badges
  • Order lanyards, determine final quantities
  • Be ready with the square, to process payments


  • Contact Speakers Bureaus, to source keynote speakers
  • Identify industry topics and speakers
  • Finalize topics and speakers
  • Develop spreadsheet of speakers with all contact information
  • Schedule prep-call with speakers
  • Collect speaker presentations
  • Add speakers to the web site
  • Coordinate VIP hotel reservations

Post Event Planning

  • Update conference website after the event
  • Send thank you letters
  • Distribute post-event surveys
  • Respond to venue and CVB post-event surveys
  • Develop post-conference report of financial information and results


As one can see from this extensive checklist, event planning touches on many areas and has many layers. Depending on time and resources, it could make sense to work with a conference planning partner, who has its own dedicated team and the expertise to handle all types of events.

There are conferences planning companies who specialize not only in event management, but also can offer a full-range of services, including marketing. Having one company to handle all components will result in a more seamless, enjoyable and successful conference. Evening Bell the best event management company in kolkata is one such company who are the best seminar and conference organizers in Kolkata.

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