PLANNING GUIDE

Here are some of the items we keep in our checklist. If your are thinking about organizing a conference this page will give a quick look at some of the requirements. Always look for help from an experienced meeting planner to help you make sure that all aspects of your conference are well thought out.



Check List and Timeline

14 MONTHS PRIOR TO CONFERENCE
Select Conference Committee
Select Conference site and date
Receive information letter from site
Prepare a realistic budget

13 MONTHS PRIOR TO CONFERENCE
Set tentative theme
Prepare proposal form that includes school affiliation and a brief annotation for the proposed session for the program booklet
Set registration fees

12 MONTHS PRIOR TO CONFERENCE
Distribute proposal form at this year’s conference
Begin contacting keynote speakers

9 MONTHS PRIOR TO CONFERENCE
Select conference sessions
If no proposals were submitted in some areas of interest, contact possible presenters
Set conference schedule
Send confirmations to all speakers
Arrange for CME accreditation

6 MONTHS PRIOR TO CONFERENCE
Begin preparing registration brochure, listing information that a attendee can show to a supporter to get funding to attend the conference
Select menus for meal functions
Secure mailing labels
Determine mail procedures and rates
Print Conference Brochure

4 MONTHS PRIOR TO CONFERENCE
Distribute conference flier with registration materials included
Begin a registration file
Send publicity to the media

3 MONTHS PRIOR TO CONFERENCE
Secure AV needs from speakers
Secure introducers for speakers
CME verification forms for conference
Decide on the final agenda for large meetings and meal functions (Who will introduce, bring greetings, etc.?)
Begin preparing the printed program using information submitted on the proposal form
Design meal tickets and name badges

2 MONTHS PRIOR TO CONFERENCE
Send AV needs to hotel and AV Vendor
Send room set-up forms to the hotel
Prepare meal(s) programs
Send preliminary meal guarantee to caterer
Prepare evaluation forms for conference
Send reminders to speakers of date, time, and room assignment

3 WEEKS PRIOR TO CONFERENCE
Assemble packets for conference

1 WEEK PRIOR TO CONFERENCE
Confirm AV equipment
Confirm room set-ups

3 DAYS PRIOR TO CONFERENCE
Give final guarantees to caterer for the number of meals to be served

AFTER THE CONFERENCE
Send letters of appreciation to speakers and to those who performed special services
Assess evaluation forms and give to next year’s committee
Review all bills and pay ASAP