Review initial considerations and begin creating the agenda:

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What is the length of the conference?

Review last year’s agenda:

• What worked and why?
• What did NOT work and why?
• What were the dates/pattern for previous conferences?

Set Up and Tear Down

Build in adequate time pre and post event for set up, move in and tear down times

General Session/Plenary:

• When will General Session(s)/Plenary be held (date and time)?
• How long will General Session(s)/Plenary last?
• Is there adequate time between the General Session/Plenary and session times?

Keynote(s):

• Will there be keynote presentations?  
• How many?
• How long will each last?  
• Will keynotes require rehearsals?

Breakouts:

• How many tracks will be run?
• How many breakouts in each track?
• Will breakout sessions be repeated?  If so, how many times?
• How long will each breakout run?
• What topics/presenters should you repeat from previous conferences?
• How many presenters are needed?
• Will you have panels?
• Will presenters require run throughs?

Exhibits:

• Will there be an expo or trade show?
• If so, when would be the best times to open the floor to attendees?
• If necessary, make sure expo times do not conflict with major session times
  

Meal functions:

• When are the meal functions?  
• How long will they last?
• Will meal functions require room turns?
  

Special Events/Activities:

• Will there be special events, receptions, awards, activities, tours, offsites, etc.?
• What are they?
• How long will they last?
• What is the best day(s) and time(s)?

Other:

• Registration
• What times/dates will registration be open?

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Strategies for a successful agenda brainstorming session:

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Find a quiet space away from work

Include all key people in the brainstorming session

Clearly define the objective and desired outcome of the brainstorming session before you begin

Prepare your tools:

• Event planning materials, completed needs assessment, previous schedules and agendas
• Flipchart 
• Markers
• Adhesive tape
• Post It Notes
  

Have the mindset of "no idea is a bad idea"

Designate one person as the idea recorder. Consider using sticky notes that can be attached to the flipchart and easily rearranged.

Use one flipchart per day of the conference.

Review your “Initial Agenda Considerations” listed above and use it to help you start building your agenda

Be sure to consider audience draw for critical events.  For example, don’t put your biggest function on the last night, if you foresee that many attendees will leave prior to the event.

Creating your printed piece:

Typically, you will create a tentative agenda for your initial marketing pieces and/or web site. Then you will gradually fine-tune the agenda over the planning period. Be sure to advertise your agenda in as many places as possible to gain the greatest exposure.  

Tentative agenda should include:

• Title of conference
• Date(s) and location of conference
• Mission and objectives
• As much information as possible on topics, content and speakers to draw attendance
• Key Events
• Outline of tentative schedule including general sessions, breakouts, meal functions and activities
  

(Note: Consider printing both a detailed agenda, as well as an "Agenda at a Glance" which solely outlines dates, times, titles and locations.)

Final Program Agenda Should Include:

• Title of conference
• Date(s) and location of conference
• Mission and objectives
• Key Events

Detailed schedule of sessions, activities, meals, breaks and other events:

• Title
• Session, activity or event description
• Date and time
• Length of session, activity or event
• Locations
• Speaker information and bios