Conference Planning Checklist Form

Please complete this checklist to ensure every detail is covered when organizing your conference or event.

Pre-Conference Planning

• Set conference theme and objectives

• Choose date, time, and location

• Create event budget

• Book speakers/presenters

• Prepare conference materials (programs, brochures)

• Set up registration system

• Market and promote the event

• Arrange catering, accommodations, and transport

On-Site Logistics

• Confirm venue setup and seating arrangements

• Test technical equipment (AV, microphones, projectors)

• Organize registration desk and check-in process

• Prepare name tags or badges

• Ensure refreshments and meals are available

During the Conference

• Manage schedule for speakers and sessions

• Assist attendees and speakers as needed

• Oversee smooth flow of activities

Post-Conference Activities

• Send thank-you notes to speakers, sponsors, and attendees

• Collect feedback and evaluate event success

• Finalize budget and expenses

• Archive conference materials for future use

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