Meeting & Conference Planning Checklist

This checklist applies to conferences with an attendance of approximately 1,200 people or less. This is a general checklist created to assist you in seeing what is involved in planning a conference -- but does not list every small detail. Designing Events, LLC, a full service conference management and marketing company, may assist you with any or all details involved in planning your meeting. Please contact us with questions you may have related to this checklist or related to your upcoming meeting or conference.

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Create master timeline of due dates leading up to meeting.

Contact appropriate Hotels for space in designated city.

Conduct hotel site inspections to compare properties.

Review Hotel Floor Plans for meeting space.

Work with speakers bureau or research industry experts for keynote speakers.

Create complete meeting Budget based on event costs, goals, etc.

Write conference marketing plan.

Determine fields needed for registration system.

Narrow hotel search and request contract(s).

Negotiate hotel contract.

Research images for marketing pieces.

Determine conference name and/or tagline.

Determine pages needed for conference website.

Purchase secure server key for secure online registration.

Build online registration system or outsource need.

Set up database for registrations.

Confirm budget for speaker/sponsor/attendee gifts.

Contact Travel Company and inform them of meeting.\

Contact Ground Transportation Company selected and arrange for direct billing and get cost estimate in writing.

Verify super-saver ticket deadlines.

Determine how credit cards will be processed for registrations.

Determine if welcome gifts will be given out at the meeting.

Obtain driving directions to Hotel.

Create sponsorship packages.

Create list of potential sponsors.

Write sponsorship contract.

Finalize "look and feel" of conference marketing materials.

Gather hotel contact name – (CSM-conference service manager) phone/fax numbers.

Purchase domain for conference website.

Sign hotel contract.

Add deadlines given in hotel contract into master timeline.

Provide Hotel with amenity choices.

Build conference website.

Create press release schedule and fulfill.

Confirm hotel block – status.

Draft confirmation letter.

Determine shipping methods to and from hotel.

Reiterate security arrangements with hotel.

Determine what type of ground transfer is available at Meeting location.

Assist attendees with travel arrangements/questions.

Confirm food guarantees deadline.

Research Business center capabilities - Confirm prices, equipment available and hours.

Create RFP for audio visual and production needs.

Determine Wireless cell points in hotel.

Order computers for computer lab.

Create memo for attendees providing pick-up times going to/from airport.

Request a phone at the Registration Desk (in/out line).

Update registration database as registrations are received.

Design and mail "Save the Dates" postcard.

Develop text for registration brochure.

Determine workshop/breakout session topics and speakers.

Obtain contact information on all speakers.

Research and plan for spouse activities.

Contract with drayage company if applicable.

Sell sponsorship packages.

Create sponsor packet containing exhibit floorplan, shipping information, drayage information, etc.

Plan for theme décor for functions.

Purchase/rent/build mailing and e-mail lists to promote conference and sponsorship.

Send revised rooming list daily/weekly to hotel.

Work with hotel and/or drayage company to map out exhibit floorplan.

Hire entertainment for functions.

Establish ground transfer procedures.

Design and mail registration brochure.

Collect bios on all speakers.

Have exhibit floorplan approved by fire marshal.

Communicate all ground transportation options.

Draft welcome letter – include schedule.

Communicate directly with Travel Company by reviewing flight itineraries for cost of tickets, arrival/departure times, errors, etc.

Confirm costs for all items on BEOs.

Design of table-tents for panel speakers.

Coordinate and track all shipping items.

Order gifts and arrange delivery to Hotel.

Create gift letter insert and business card to accompany gift.

Input travel itineraries into database.

Monitor budget and re-evaluate throughout planning process.

Mail, fax and/or email confirmation letters.

Request Hotel staff pager list.

Arrange BEOs (banquet event orders).

Collect AV proposals and compare.

Plan for speaker ready room and promote to conference speakers.

Plan for press room.

Invite press to attend.

Request hotel pre-con meeting with all key hotel personnel.

Distribute gifts at registration or arrange to have gifts dropped in attendee rooms.

Print copy of Welcome Letter for each attendee.

Prepare envelopes with Attendees’ names for welcome packets.

Select AV/Production company and secure contract.

Process credit card and check payments.

Have conference office re-keyed for security.

Fabricate/Triple-check table-tents.

Review BEOs and sign off.

Proof final registration list and design/print name badges.

Forward final rooming list to hotel.

Review Room list and notify hotel you need a daily update.

Forward VIP names to hotel and request upgrades.

Stuff envelopes w/ Welcome Letter/Schedule & match up attendees’ personalized letter w/ envelope.

Manage ground transfers.

Provide Ground Transportation Company with deadlines for first and final manifests.

Triple-check each Attendee name badge is complete and ready.

Finalize all AV requests, including staging, lighting, sound, projections, etc.

Give envelopes to Front Desk of Hotel-distribute to attendees’ at check-in.

Print/Fabricate badges.

Test all technology for presentations/speakers/sound, etc.

Inspect all meeting/function rooms set-up prior to each event.

Insure evaluation forms are in place.

Collect evaluation forms/organize.

Coordinate all return shipments from Hotel.

Obtain final room list from hotel with dates/rates.

Create a cost analysis on meeting.

Follow up with any outstanding accounting items.

Obtain/Review copies of invoices, banquet checks, A/V checks from CSM for budget actuals.

Review corrected bill and cost analysis.

Review F & B consumption and compare to billing after each function.

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