Page 180 - DMGT304_EVENT_MANAGEMENT

Unit 7: Planning for Events and Event Proposal

7.8.3 Conference Planning Checklist Notes

All your plans related to conference cannot be stored in mind and so it is important to plan
conference with the help of checklist. Checklist includes every minor detail which relates with
the arrangement of conference. From budget planning to number of speakers attending
conference, everything should be determined in your checklist. With the help of conference
planning checklist there are least chances of conducting any kind of mistakes. Also you can
modify the existing checklist as and when required.
See to it that your list is prepared in chronological order so that nothing can get skipped in the
process of completing work. This makes it easy to work as a team and every member of committee
can easily follow it. You are organizing conference for the purpose of enhancing business so
make sure you pay attention on needs of clients. They should get proper treatment so that you
can win chances of gaining positive results.

Following are the things which you can make it as part of your conference planning checklist:
Select the dates of conference and see to it that dates are in season when you have to spend
fewer amounts on accommodation and travelling.

Make estimation of daily starting and ending time of conference.
Select the location which can entertain your guests during free time.

Prepare estimated budget.
Decide the other social activities to be carried out apart from your meetings.
Prepare the list of speakers.
Also prepare the list of required number of staff members and volunteers.
Make list of required equipments and look after its arrangement.

Select the theme for conference.
Email every participant whom you want to be the part of conference.
In case you want to promote your conference then prepare some promotional strategies.

Place details of conference on the site of your company.
Prepare the schedule which states the detail of everyday work to be done when the
conference is held.

Make list of internal and external speakers.
In case you have planned to gift every member in conference then make arrangement of
gifts.

Look after arrangement of transportation like booking of air tickets, rental cars, etc.
Decide the everyday menu and search for best caterer.
Food is the important aspect of any event so select the caterer after making proper research.
Take printouts of presentation files, description of workshop, schedule of conference, etc.
Make arrangements for preparing brochure, graphics, logos, etc.

Prepare banners, printed t-shirts, name tags or anything which you want to be the attraction
of conference.

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