Conference Planning Guide

Planning a successful conference, from a half-day session to a multiple day event, can take months of planning and coordination. To make the process simpler for first-timers, we’ve outlined the most important steps to executing a conference within 12 months.

Consider the following conference planning as a solid template. You may be required to tailor the criteria to meet your unique needs, but it’s a great place to begin.

9-12 Months

•   Set the date and the theme
•   Nut out the budget
•   Book the venue
•   Decide on the discussion subjects
•   Research keynote speakers
•   Determine admission cost
•   Develop sponsorship packages
•   Activate website and ticket portal
•   Develop marketing plan

3-9 Months

•  Secure event sponsors
•  Secure keynote speakers
•  Activate marketing plan
•  Send out VIP invitations
•  Book venue stylist and additional suppliers
•  Finalise the program and catering
•  Boost marketing strategies

1-2 Months

•   Review guest list and update budget
•   Confirm participation from sponsors and speakers
•   Review script and timeline
•   Commence follow-ups for attendees
•   Organise staff
•   Confirm transportation schedule
•   Book accommodation
•   Notify venue of final numbers

1-2 Weeks

•   Send guests, VIP’s, speakers and staff detailed event brochure
•   Organise registration list and name tags
•   Coordinate bump-in & bump-out schedules
•   Reconfirm all details with suppliers
•   Schedule rehearsal

Before you can get started with this checklist, you need to choose a venue. Browse our Sydney conference venues

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