Conference Checklist

Planning

• Introduction of the people involved in the conference meeting and the roles they are to play
• Clarify the aims and objectives of the conference meeting
• Establish how the conference meeting project has already progressed
• Draw up an activity schedule to include all tasks to be undertaken by whom, and provide timescales
• Produce events schedule which outlines the programme and all conference meeting venue arrangements to be booked
• Development of the conference theme and programme

• Arrange regular meetings with the planning team and produce progress reports

Accounts

• Preparation of conference budget
• Set appropriate delegate fees, sponsorship/exhibitor rates
• Negotiation of fees and costs with suppliers
• Collection of registration fees, issue invoices/receipts, chase non-payers
• Payment of suppliers

• Preparation of final set of accounts

Conference Meeting Programme

• Set objectives so your speakers know what you are aiming to achieve and conference meetings delegate expectations are met
• Prepare content and timings for conference programme
• Ensure you book a venue which can provide all the necessary meeting rooms and equipment to accommodate the conference programme
• Draw up workshop/session schedule

• Create time to visit the exhibition venue if included as part of programme

Conference Meeting Venue and Accommodation

• Research suitable venues for the conference and accommodation for delegates if required
• Confirmation and booking of conference meeting venue
• Confirmation of accommodation or provisional hold of hotel allocations for conference meeting
• Liaison with venue for room set ups and layout; catering numbers, menus and timings; equipment required and signage
• Liaison with accommodation providers on latest booking situation taking note of any release dates
• Supply conference meeting venue with events schedule
• Supply conference meeting venue with audio visual production schedule

• Supply conference meeting venue with rooming lists

Social Programme

• Prepare suitable programme of social activities for conference meetings delegates and partners to include drinks receptions, conference dinners, excursions, pre and post conference programme
• Recommend and book appropriate venues
• Confirm all arrangements including menus, drinks and entertainment to venue
• Prepare table plans and tickets for events

• Book coaches and taxis to conference  venue/hotels

Meet and Greet

• Provide meet and greet service at airport, train and coach stations
• Provide hospitality desks at airports and stations
• Produce file of useful tourist and travel information for conference meetings delegates

• Arrange courtesy transport to and from the conference meetings venue/hotels

Transport Management

• Arrange and book transport between airports, stations, event, accommodation and social events where required
• Liaison with transport company on appropriate timings, routes and pick up points
• Produce transport schedule/manifesto
• Schedule for pick-up points that can be distributed and displayed for conference meeting delegates

• Signage for coaches

Keynote Speakers/Presenters/Workshop Facilitators

• Invitation of conference meetings speakers
• Confirm speakers together with objectives for conference
• Request speaker blog, summary of speech and AV requirements
• Co-ordinate contents of speakers presentations
• Book audio-visual requirements for conference meeting venue
• Check all speakers have registered
• Arrange travel, catering and accommodation for conference meeting speakers
• Produce speaker material for conference meeting delegate packs
• Rehearsals and Chairman's briefings

• Produce conference meeting speaker evaluation forms

Sessions/Workshops Call for Papers

• Decide on conference meeting session topics
• Announce call for papers and set deadline for receipt
• Provide format for paper and abstract submission
• Confirm/reject papers submitted. Ask presenters to register for conference meeting
• Plot programme including timings
• Confirm AV requirements with presenters
• Produce book of abstracts
• Book poster displays

• Produce conference meeting session / workshop evaluation forms

Sessions/Workshops

• Decide on topics and invite presenters. Provide objectives of conference meeting session
• Decide if conference meeting delegates need to register in advance to attend sessions
• Invitation of presenters
• Confirm presenters request summary of workshop and AV requirements
• Book audio-visual requirements
• Check all speakers and presenters have registered
• Arrange any travel, catering and accommodation
• Appoint facilitators to chair sessions
• Produce session descriptions for conference meeting delegate packs

• Produce tickets for workshops and sign up sheets

Audio Visual, Production and Staging

• Decide on what equipment is required for the production and staging of the conference meeting. Book and arrange as necessary. This includes the following:
• Set, screen, staging, lectern
• Projection equipment
• Audio
• Lighting
• Any other visual aids
• Once AV requirements have been identified draw up an AV production schedule

Conference Meeting Delegate Registration

• Set up online registration, produce booking form
• Set up dedicated phone lines and e-mail addresses
• Send out registration details and handle conference meeting delegate enquires
• Acknowledge receipt of booking forms
• Register conference meeting delegate details onto database, collection of registration fees, issuing invoices / VAT receipts
• Send out confirmation of booking together with joining instructions, location maps and directions to the conference meeting venue and hotels, parking details and any other relevant information
• Production of name badges
• Production of conference meeting delegate attendee lists
• Update database with no shows and substitute conference meeting delegate details in order to produce final attendees' report

• Reconciliation of payments received

Invitation of Conference Meeting Delegates (Where specific attendees are invited)

• Diary date call or email and confirmation of conference meeting attendees name
• Send out invitation and related documentation, for example fax back forms
• Follow up calls to chase up non-respondees
• Acknowledgement of receipt of additional conference meeting attendees

• Call to confirm final number of conference meeting attendees 1 week prior to event. Ongoing reports produced of conference meeting attendees and non-attendees throughout invitation process

Conference Meeting Delegate Information

• Produce all necessary information for the conference website
• Produce invitation/brochure, registration forms and accompanying letter of invitation
• Information for conference meeting delegates such as maps, travel information, tourist information, shopping and restaurant guides
• Produce conference meeting delegate information packs/bags including contents and questionnaires
• Conference meetings proceedings
• Book of abstracts
• Conference meetings delegate attendee list with contact details

• Certificate of attendance

Conference Meeting Delegate Requirements

• Liaison with all conference meetings venues regarding arrangements to be made for delegates, conference facilities, accommodation, catering, luggage, check-in, information desks, security, first aid and parking etc
• Assist with travel arrangements

• Corporate gifts/give ways for conference meeting delegates

Provision of all Necessary Equipment

• Computers and printers with Internet access
• Posters and exhibition boards
• Photocopiers
• Faxes
• Conference meeting phone lines

• Registration desks

Marketing and PR

• Sponsorship: Draw up sponsors proposal to identify the ways in which they will benefit from supporting the event
• Exhibitors: Produce exhibitor information pack in order to sell stand space at the conference meeting. Co-ordinate the organisation of exhibitors. Prepare exhibitors' information and site plan
• Promotion of the conference meeting: Identify ways of promoting the conference meeting via various channels; websites, mailing lists, promotional literature, associations, societies and other organisations
• PR Campaign: Draw up a media action plan together with timescales. Identify appropriate features, listings in trade and other related press. Submit releases including details on the conference meeting and contact information

• Advertising: Devise advertising plan to decide on the most effective ways of advertising the conference meeting

Management on Site

• Final arrangement checks with conference meetings venue
• Set up conference office
• Set up sponsors and exhibitors
• Set up registration and private check-in facilities
• Provide adequate signage (where permitted by the venue)
• Arrangements for telephone lines, faxes and Internet access
• Provision of photocopiers and other necessary equipment
• Supply of flowers for registration, dinner tables and conference meeting rooms
• Provision of table menus, table plans and place cards
• Provision for luggage storage, cloakroom, first aid facilities on site
• Arrange rooms for audio-visual set up and speaker rehearsals
• Briefing of chairman and speakers. Collect presentations
• Conference meetings reporting, hearing loops and other delegate aids
• Handling question and answer sessions from the audience
• Briefing of staff and volunteers
• Provision of general information files on conference desk
• Handling of conference meeting delegate queries and messages throughout the event
• Provision of secretarial and administrative assistance
• Hand out evaluation forms