Conference Planning Checklist: A 5 Step Guide to a Successful Event

How Do I Plan a Successful Conference

When planning a conference there are many tasks that require you to plan ahead, pay attention to the details, and have a structured plan in place. Whether you are planning a small company conference or a large scale event, having a checklist will ensure that no detail is overlooked!

Step 1: Decide on Your Purpose or Goal

The first step is to take the time with your team to plan out the purpose and goals of your conference. To help you define the purpose of your event take some time with your team to ask some questions like: 

• Are you looking to educate, inspire, or network?
• What type of attendees are you aiming for (e.g., professionals, clients, students, industry experts)? 
• Are you aiming for specific results like increased brand awareness, partnerships, or industry leadership?

Once you have a clear idea in mind of your purpose and goals, you can use that as a base to plan out the rest of your event! 

Step 2: Create a Budget and Financial Plan

The second step is to create a budget that includes a list of all potential expenses for the event and the approximate cost. These expenses could include venue, speaker fees, catering, marketing, rentals and AV use. Thinking about the goals you set, prioritize your spending on the items that are most important in helping you achieve those. For example, if your goal is to help increase brand awareness, you may want to have a higher budget on marketing materials and merchandise to give out to attendees. 

Lastly, you never know what will happen! Make sure you include ample room in your budget for any unexpected expenses. 

Step 3: Decide on a Venue

The third step will be taking the time to pick out a venue that will best fit your event. When choosing your venue you will want to consider several factors like:

• Location (How close is it to your attendees?)
• Amenities (Are there rooms for guests to stay overnight?)
• Available rooms (Do you need space for breakout rooms or lunches?)
• Overall ambiance (Does this venue fit your purpose and company?)

Make sure you pick a venue that has enough space to fit your expected attendees, along with any breakout room space you may need. 

Step 4: Plan Out Logistics and Set Up 

Once you have your venue picked out the fourth step is to talk through the event logistics. Confirm the date and time of your event and start sending out invites. Knowing what products the venue provides, begin making a list of any rental items you may need. This could include tables, chairs, stage, or audio visual equipment.  

Think through any on-site staff that you may need to help make your event run smoothly. Staffing like day of coordinators, equipment techs, or photographers can be especially important to book ahead of time. 

Step 5: Think Through Audio Visual and Technology Needs

Now that you have your venue and logistics, start identifying the necessary audiovisual equipment you may need for your event. These items could be microphones, projectors, screens, video equipment, and lighting. Consider partnering with an experienced AV company that can provide the equipment and expert techs to make sure your event runs smoothly. 

Don’t Plan Your Conference Alone!

If you have a small corporate event or a large scale conference we know that there are a lot of details to work through. By following this 5 step guide you can be sure that all your bases are covered as you plan your conference. Remember that a professional event rentals company, like Centric Events, can be an invaluable partner in bringing your vision to life! 

If you are looking for help with planning your conference fill out a quote form on our website and one of our team members will reach out to you!