Your optimal guide and checklist for planning conferences and meetings
Guide & Checklist
All good conferences and meetings start with good planning. The more care and time you invest in planning the event, the better the final outcome is guaranteed to be.
A checklist with points about what you should consider when booking a conference venue, when it's time to make any changes to the booking, and what is important during and after the conference is completed. Following such a list will make it much easier to extract as much as possible and the very best from the meeting, whether it involves long negotiations, tough decisions, or fun activities.
As we have suggested in previous articles, it is the small details that contribute and lay the foundation for the big picture. It can also be a good idea to list out the requirements and wishes you have before a conference and everything it entails.
Leave nothing to chance – use this optimal guide that works excellently as your checklist when planning your next conference or meeting.
Check off everything, or choose the points that suit you:
1. Your goal & purpose. What is the goal and purpose of the meeting you are planning? What do you want to achieve. What do you want the participants to feel, think, and believe? How do you want them to act? Based on this – think about what you consider important when choosing the conference venue. The location plays a significant role.
2. Budget. What financial flexibility do you have for planning the meeting? It is important to keep this in mind when booking everything you want to include. When you are in contact with conference venues – make it a habit to ask what is included in the price. All conference venues work differently, so do not compare apples to oranges. Instead, look at what is included.
3. Venue. Central? Scenic? What are the needs for parking and transportation? Also, check the accessibility for people with disabilities. Read more "4 things to consider when choosing a conference venue."
4. Dates. What date or dates will the conference take place? How flexible can you be with dates and days of the week?
5. Participants. Who should be invited to the meeting and why? How many people?
6. Overnight stay. If yes, will you book single or double rooms? And how many rooms?
7. Agenda. What should the agenda for the day look like? What times are relevant? Create a clear agenda that everyone can refer to.
8. Times. What times are relevant? When do you start? When are the breaks? When do you conclude for the day? Outline a clear agenda for everyone to adhere to.
9. Breaks. Breaks are essential in a tight agenda. During breaks, there should be time for participants to refill their coffee, respond to emails and phone calls, or eat lunch and dinner.
10. Furnishings. How important is the furnishing? Do you want classroom seating, theater seating, cinema seating, or U-shape? Do you have any special requests regarding, for example, exhibition areas or a stage?
11. Technology. Does the venue offer the technical equipment you need? Common examples like projector, speakers, and microphone are just a selection of all the requests that can exist.
12. Activities. What type of activities do you want to plan for the day? Brain exercises, physical activity, or something that perhaps includes food and drink? Read more “How to plan and choose the perfect activities during the conference.”
13. Service. Do you need help booking something during the day, such as transportation, speakers, or entertainment? Or maybe you need help with registration when the participants arrive? The needs can vary, so it is important to think about what type of service you wish assistance with that can simplify things.
To do as early as possible
✓ When you have identified some interesting venues – book a viewing, so that you can form a better impression of the premises.
✓ When you have decided which venue you want to book – book it in good time, so that you get the venue you want.
✓ When you have decided which activities, speakers, or artists you want – also book those in good time. They get booked up quickly.
✓ When you have booked everything – make sure to sign all confirmations. Also note the cancellation policies and set reminders for yourself in case you unexpectedly need to cancel something further down the line.
To do in good time
✓ Send out invitations to all participants. Ask in the invitations about any allergies. ✓ Create an agenda for the day and appoint any responsible individuals.
✓ Make a budget reconciliation so that everything matches financially.
✓ Book the technical equipment that will be needed during the day.
✓ Always have a plan B – What happens, for example, if a speaker falls ill? Things to do a few weeks before the meeting:
✓ Observe the cancellation rules and make a reconciliation in your booking – adjust the number of meeting rooms, participants, etc.
✓ Send over the guest list to the conference venue.
✓ Select menus for meals and confirm them.
✓ Confirm with the booked speakers, so that there are no misunderstandings. ✓ Go through the detailed plan with your contact person at the conference venue.
Things to do a week before the meeting:
✓ Confirm any deliveries.
✓ Prepare name tags for all participants if necessary.
Things to do a few hours before the meeting:
✓ Go through the program with your contact person at the conference facility.
✓ Check the meeting room to ensure everything is in order with the furniture and technology, etc.
✓ Ensure that the presenters are on site and that all relevant parties are informed and ready. ✓ Confirm the locations of restrooms, coat room, restaurant, etc.
Things to do during the meeting:
✓ Complete the planning, relax, and enjoy that you have organized a fantastic conference! Things to do after the meeting:
✓ Follow up with your contact person at the conference venue regarding how you think everything went and if there are any points for improvement for another time.
✓ Check that the invoices are correct and pay them.
✓ Reach out to speakers and other key persons and thank them.
✓ Send out evaluations to the participants, and fill in evaluations that you receive.
✓ Reflect on how you think this meeting went and how the next meeting could be even better.
We hope this helps you plan a successful conference – today and in the future. Good luck with your conference!