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Conference Timeline Sample

This document provides a suggested timeline for planning a conference with key tasks divided among 12-6 months ahead, 6-4 months ahead, 4-3 months ahead, 6 weeks ahead, 3 weeks ahead, 1 week ahead, and 1 week post-conference. The timeline includes tasks such as finalizing dates and locations, creating a website, selecting speakers and topics, ordering materials, confirming arrangements, and sending follow-ups.

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Batutoy925
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646 views2 pages

Conference Timeline Sample

This document provides a suggested timeline for planning a conference with key tasks divided among 12-6 months ahead, 6-4 months ahead, 4-3 months ahead, 6 weeks ahead, 3 weeks ahead, 1 week ahead, and 1 week post-conference. The timeline includes tasks such as finalizing dates and locations, creating a website, selecting speakers and topics, ordering materials, confirming arrangements, and sending follow-ups.

Uploaded by

Batutoy925
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Sample - Conference Planning Timeline

CONFERENCE PLANNING SCHEDULE


SUGGESTED TASKS
12-6 Months Ahead

Finalize meeting dates

Select meeting location

Create a website

Send "Save the Date" notices via email

Begin agenda format planning

Begin speaker/topic selection

Establish working budget

Determine theme, if any

Decide special events (golf outing, fun, etc)

Additional contracts transportation, equipment rental,


etc.)

Assemble mailing lists


6-4 Months Ahead

Finalize program & agenda

Finalize speakers & topics

Finalize special event costs and schedule

Review audio-visual availability and needs

Obtain maps, etc. from hotel

Update webpage to include information on


accommodations
4-3 Months Ahead

Select menu

Submit facility contract for processing

Mail registration instructions

Request speaker handouts

Send room setups to conference center

Update website
6 Weeks Ahead

Obtain registration headcount

Order attendee materials (portfolios, notebooks, etc.)

Finalize special event details

Update website, post agenda

Order name tags/badges


3 Weeks Ahead

Confirm guest/meeting room arrangements

Confirm menu

Print program

Assign session moderators

Complete sponsor signs

Update website
1 Week Ahead

Ship materials to hotel

Hold pre-conference meeting

Send email update to participants/speakers

Review all set-ups and AV needs

Develop registration sign-in sheet


1 Week Post-Conference

PERSON ASSIGNED

DATE
COMPLETE

Send sponsor and VIP thank you letters

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