Checklist for conference planning

A brief outline of the tasks which you will need to consider if you are thinking of organising a conference:

Financial:

Drawing up and controlling budget

Arranging banking of payments

Arranging payment of supplier invoices

Compiling financial reports

Compiling final account

Publicity:

Researching options

Maintaining database and arranging mailshots

Making arrangements for the following:

Advertising

Announcements in appropriate journals and newsletters

Announcements on appropriate web sites

Promotion at appropriate conferences

Publicity through appropriate societies

Supply of information for conference web site and liaison with web site administrator

Design and production of conference documents:

Stationery

Advertising materials

Announcements

Final programme and abstract books

Liaison with invited speakers:

Coordinating invitations and replies

Obtaining abstracts

Making accommodation bookings

Assisting with travel as required

Arranging hospitality as required

Registration:

Delegate registration

Acknowledging registrations

Banking of payments

On-site registration

Provision of financial status reports

Organisation of social events:

Organising bookings

Catering

Entertainment

Transport, if required

Tickets

Abstracts handling:

Processing all abstract submissions and mailing to allocated assessors

Processing scores returned from assessors and preparing marks sheets for consideration by committee

Sending out acceptance letters

Formatting abstract details for conference programme

Sorting and numbering of abstracts for printer

Accommodation:

Securing appropriate accommodation for delegates and speakers

Handling accommodation bookings

Point of contact for enquiries

Organisation of commercial exhibition and sponsorship:

Production of print materials

Researching potential exhibitors and sponsors

Maintaining a database of commercial contacts

Liaison with exhibitors and sponsors

Liaison with exhibition contractor

Drawing up exhibition layout

Invoicing

General:

Drawing up and controlling schedules

Liaison with venue and arranging the following:

         Catering

         Accommodation

Audio visual facilities

Signage

Decoration

Transport

Compiling information for delegates

Arranging delegate wallets

Provision of name badges

Drawing up and managing staffing plan for conference