2016 Conference Monthly Planning

Begin with thorough foundational work that sets the stage for your entire conference planning process.

• Define conference objectives and target audience
• Establish preliminary budget parameters
• Form planning committee with clear roles
• Begin venue research and booking (at least 6 months ahead)
• Develop rough timeline with key milestones
• Research potential keynote speakers

Secure physical location and solidify your core team structure for effective planning.

• Finalize venue contract and space reservations
• Create detailed floor plan considering all session types
• Confirm committee responsibilities and communication channels
• Develop conference branding and theme
• Begin sponsorship outreach with packages ready
• Create preliminary budget with contingency funds (15-20%)

Focus on building substantive content that will engage your audience.

• Develop program schedule structure
• Issue call for papers/presentations
• Begin contacting potential speakers
• Create registration website outline
• Establish social media presence
• Begin partnership discussions with relevant organizations

Lock in your content providers while continuing to build infrastructure.

• Finalize keynote speaker agreements
• Begin reviewing session proposals
• Create sponsorship levels with clear benefits
• Design registration materials
• Initial marketing copy development
• Establish catering requirements with venue

Open enrollment while maintaining momentum in planning behind the scenes.

• Launch registration website with early bird pricing
• Finalize session selections and notify presenters
• Contract with A/V providers or finalize with venue
• Develop marketing calendar leading up to event
• Begin securing sponsorships
• Determine technology requirements for sessions

Focus on increasing visibility and attendance while attending to operational details.

• Implement comprehensive marketing campaign
• Send early registration notifications
• Create mobile app specifications if applicable
• Arrange transportation and accommodation options
• Confirm all speaker logistics and requirements
• Develop conference materials (bags, lanyards, signage)

Use summer months to address detailed planning while maintaining registration momentum.

• Review registration numbers and adjust plans accordingly
• Design final program guide
• Update website with confirmed speakers and sessions
• Plan networking events and social activities
• Arrange press contacts and media outreach
• Conduct staff/volunteer recruitment

Focus on fine-tuning all aspects of the conference experience.

• Finalize all catering orders and dietary accommodations
• Confirm all vendors with final specifications
• Create run-of-show document
• Begin speaker presentations collection
• Design name badges and registration materials
• Finalize sponsorship packages and deliverables

Shift focus to final preparations and logistics management.

• Send final registration reminders
• Create detailed timeline for conference days
• Conduct walkthrough of venue spaces
• Finalize signage plan and order all necessary signs
• Confirm all audiovisual requirements and equipment testing
• Coordinate with venue staff on room setups

Enter intensive preparation phase as the conference approaches.

• Finalize all material production and distribution
• Conduct pre-conference team meeting with detailed briefings
• Create emergency contact sheet and contingency plans
• Publish final program to website and app
• Finalize headcount for catering and seating
• Confirm transportation arrangements

Focus shifts to smooth implementation and real-time management.

• Execute final staff briefing sessions
• Manage registration process and attendee check-in
• Oversee session flow and speaker coordination
• Handle attendee questions and resolve issues
• Conduct daily team debriefings for adjustments
• Implement post-event feedback collection

Complete the conference cycle with proper evaluation and future planning.

• Thank all speakers, sponsors, and volunteers
• Review feedback and compile evaluation report
• Final budget reconciliation
• Archive all materials and documentation
• Hold debrief meeting with planning committee
• Begin preliminary planning for next year's conference