Conference Planning Meeting Agenda
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.
