Conference Planning Meeting Agenda
Date: July 15, 2055
Time: 9:00 AM - 12:45 PM
Location: [YOUR COMPANY ADDRESS], Conference Room 1
Attendees: [YOUR NAME], Chief Financial Officer, Operations Manager, Program Director, Sponsorship Manager, Marketing Director
I. Welcome and Introduction
Time: 9:00 AM - 9:15 AM
Presenter: [YOUR NAME]
Objective: To welcome attendees, provide an overview of the meeting objectives, and introduce key personnel involved in the planning process.
II. Review of Conference Objectives and Goals
Time: 9:15 AM - 9:45 AM
Presenter: [YOUR NAME]
Objective: To review the primary objectives and goals of the conference, ensuring alignment with organizational vision and stakeholder expectations.
Table 1: Conference Objectives
Objective Number | Objective Description | Responsible Team | Key Performance Indicators (KPIs) | Deadline |
|---|
1 | Increase attendance by 20% compared to last year | Marketing Team | Number of registrations | March 2055 |
2 | Enhance attendee engagement through interactive sessions | Program Team | Attendee feedback scores | April 2055 |
3 | Secure 10 new sponsors for the event | Sponsorship Team | Number of sponsorships secured | May 2055 |
III. Budget Review and Allocation
Time: 9:45 AM - 10:15 AM
Presenter: Chief Financial Officer
Objective: To present the proposed budget for the conference, discuss the allocation of funds, and identify any potential financial challenges.
Table 2: Budget Allocation
Budget Category | Allocated Amount ($) | Responsible Department | Justification | Deadline for Use |
|---|
Venue and Catering | 100,000 | Operations | Cost of venue rental and food services | April 2055 |
Marketing and Promotion | 50,000 | Marketing | Advertising and promotional materials | March 2055 |
Speaker Fees | 30,000 | Program | Honorariums and travel expenses for speakers | May 2055 |
Technology and AV | 20,000 | IT | Audio-visual equipment and support | June 2055 |
IV. Venue and Logistics Planning
Time: 10:15 AM - 10:45 AM
Presenter: Operations Manager
Objective: To discuss the logistics related to the venue, including layout, accessibility, and on-site support services.
V. Program and Content Development
Time: 10:45 AM - 11:30 AM
Presenter: Program Director
Objective: To review the proposed conference program, including keynote speakers, session topics, and schedule.
Table 3: Proposed Conference Program
Time Slot | Session Title | Speaker | Room | Session Type |
|---|
9:00 AM | Opening Keynote | Dr. Rosie Harper | Main Hall | Keynote |
10:00 AM | Panel Discussion: Future of Tech | Wade Becker, Kent Ross, and Della Fuller | Room A | Panel Discussion |
11:00 AM | Breakout Session: AI in Healthcare | Dr. Lynda Vargas | Room B | Breakout Session |
12:00 PM | Lunch Break | - | Dining Area | Break |
1:00 PM | Workshop: Cybersecurity Trends | Marc Bennett | Room C | Workshop |
2:00 PM | Networking Session | - | Networking Lounge | Networking |
VI. Sponsorship and Exhibitor Recruitment
Time: 11:30 AM - 12:00 PM
Presenter: Sponsorship Manager
Objective: To discuss strategies for recruiting sponsors and exhibitors, including sponsorship packages and benefits.
VII. Marketing and Promotion Strategy
Time: 12:00 PM - 12:30 PM
Presenter: Marketing Director
Objective: To review the marketing and promotional plan, including advertising channels, promotional activities, and timeline.
VIII. Closing Remarks and Action Items
Time: 12:30 PM - 12:45 PM
Presenter: [YOUR NAME]
Objective: To summarize the key points discussed, outline the next steps, and assign action items to relevant team members.
Agenda Templates @ Template.net
