Your Conference Production Schedule is a listing of all the specific tasks associated with planning the conference, in date order, allowing each task to be tracked and managed throughout the planning process. The event manager is responsible for creating this timeline, keeping it updated, and ensuring the process remains organized. Using a template for your production schedule helps keep the planning process structured and organized, making it easier to manage all aspects of the event. Every event begins as an idea, which then develops into a detailed plan that guides all subsequent planning activities. Because each conference is so different, one timeline will not be effective for every event. Below you’ll find a sample production schedule template that can be customized and includes many of the tasks associated with planning a typical conference. Keep in mind that if you’re doing a larger conference with exhibits, planning should begin 18 months out, and the timeline will need to be adjusted.
Event planning is a multifaceted process that requires careful coordination of numerous moving parts to achieve a successful event. At its core, event planning involves developing a comprehensive event plan that outlines every aspect of the event, from the initial concept to the final execution. This includes setting clear objectives, establishing a realistic timeline, allocating resources, and managing the budget. A well-structured event production schedule is essential for tracking progress and ensuring that every team member understands their responsibilities and deadlines. Effective event planning also hinges on clear communication with vendors, stakeholders, and the entire team, so that everyone is aligned and working towards the same goals. By meticulously planning and managing each stage of the event, event managers can anticipate challenges, adapt to changes, and deliver a seamless experience for all involved.
Planning Templates and Tools
Utilizing planning templates and tools is a game-changer for event planning, making it easier to organize, manage, and execute events of any size. Free templates—such as event timeline templates, budget spreadsheets, and marketing calendars—provide a structured framework for mapping out every detail of your event. These templates can be tailored to fit the unique requirements of your event and shared with your team and stakeholders to keep everyone informed and engaged. Collaborative platforms like Google Sheets and Google Docs allow multiple team members to access, update, and track progress on the event plan in real time, ensuring that no detail is overlooked. By leveraging these planning templates and tools, event managers can streamline workflows, improve organization, and enhance communication, ultimately leading to more successful and stress-free events.
Event Budgeting
A solid event budget is the foundation of any successful event planning process. Creating a detailed budget involves identifying all potential expenses, including venue rental, equipment, catering, marketing, and any other costs specific to your event. It’s equally important to outline expected revenue streams, such as ticket sales, sponsorships, and donations, to ensure the event is financially viable. Budgeting templates are invaluable tools for organizing and tracking these figures, providing a clear overview of where funds are allocated and helping to prevent overspending. By monitoring expenses and revenue in real time, event managers can make informed decisions and adjust the budget as needed to stay on track. This proactive approach to event budgeting not only helps manage resources efficiently but also supports the overall success of the event.
14-15 Months Out:
- Set objectives and complete Needs Assessment
- Brainstorm locale, theme, and format
- Determine best date options
- Check with local Convention and Visitors Bureau for date conflicts
- Research and suggest venue options
- Create RFP for top Venues Options
- Conduct Site Inspections for top three potential Meeting Venues and subsequent Hotel Blocks
- Negotiate Meeting Venue and Hotel Block Proposals
- Make Meeting Venue Selection and finalize contract
12 Months Out:
- Develop preliminary budget
- Create conference specifications for venues
- Conduct site inspections to offsite venues (dinners, social events)
- Choose offsite venues and request contract
- Negotiate offsite venue contracts
- Finalize offsite venue contracts and pricing
- Create production schedule and assign champions
- Develop logo based on conference theme
- Create tentative agenda
- Invite keynote presenters
- Establish sponsorship levels and begin solicitation
- Create marketing strategies and timeline
9 - 11 Months Out:
- Negotiate contracts with any transportation companies (airline, car rental, ride shares, etc.)
- Email blast/conference website post /postcard "Save the Date" to prospective attendees
- Reserve staff hotel block
- Contract overflow sleeping rooms
- Create list of alternate hotels
- Submit tentative agenda to venue
- Determine list purchase
- Send Call for Papers to presenters
- Enter any payment deadlines for various contracts/vendors into production schedule
7 - 8 Months Out:
- Outline all presenter, staff and registration A/V and IT needs
- Determine room set-ups
- Determine IT needs (Wi-Fi bandwidth, conference app, etc.)
- Determine material needs, including identifying all raw materials required for the event, and assign champions
- Send out Request for Proposal for production/audiovisual company
- Review production/audiovisual RFPs and contract with a vendor
- Identify gifts and awards
- Select ground operator
- Set-up direct bill with venue and master account with any hotels necessary
3 - 6 Months Out:
- Update Website with conference information and registration link
- Outline food and beverage needs
- Determine security needs and secure vendor
- Determine signage and décor needs
- Send out signage and décor RFPs
- Review signage and décor RFPs and contract with vendors
- Communicate venue shipping information to all parties
- Fine tune agenda
- Work with production company on stage set and production needs
- Determine onsite staffing needs
- Order office and communication equipment needed onsite
- Begin creation of the conference program
- Outline onsite registration needs
- Order gifts and awards
- Determine entertainment needs
- Contract entertainment
2 Months Out:
- Finalize food and beverage menu choices
- Outline and proof signage/banners/décor elements
- Order audiovisual equipment
- Order registration computers, data lines, counters and phones
- Finalize IT and Wi-Fi needs
- Send presenter confirmations and itineraries
- Conduct hotel audit against registered attendees prior to sleeping room cutoff date
- Assign sessions/presenters to rooms
- Assign any contracted hotel concessions (room upgrades, comp rooms, etc.)
- Book staff air travel
- Finalize any transportation needs
One-Month Out:
- Finalize and print conference program
- Print handouts and materials
- Work with production company on load in and load out procedures
- Work with client and production company to produce a program script
- Receive, review and approve Banquet Event Orders from venue
- Review audio visual orders and make any necessary additions/changes
- Proof and finalize all signage and décor elements for production
- Print all signage
- Prepare attendee evaluation forms
- Provide hotel with conference summary or resume
- Confirm conference attire with client
1-2 Weeks Out:
- Final food and beverage guarantees to onsite and offsite venues
- Produce name badges for staff, attendees, vendors and exhibitors
- Pack and ship materials to venue:
- Attendee lists
- Evaluation forms
- Registration manuals
- Attendee programs/handouts
- Supplies
- Badges
- Registration equipment and supplies
- Confirm vendor arrangements
- Audio Visual
- Entertainment
- Transportation
- Activities/Offsite Venues
- Signage/Décor
- Registration staff
- Other
- Confirm arrival of all materials
On-going Duties:
- Sponsor solicitation
- Manage room block/attrition
- Receive and process registrations
- Send attendee confirmations
- Registration/attendee reporting
- Update production schedule, marking tasks as completed and tracking which event tasks are still in progress to ensure nothing is missed.
- Conduct client/team logistics calls
- Track all expenses, monitoring the performance of the event planning process to stay on budget and schedule.
- Compile data to assist with budget to actual analysis
- Conduct regular meetings with champions to review the status of project tasks and ensure the team is completing their assigned responsibilities.
Post Event:
- Debrief with staff and vendors
- Collect history taken for future conferences (head-counts, Wi-Fi usage, F&B trends)
- Review bills for accuracy
- Final attendance reports produced
- Process and report evaluation results
- Final budget to the actual report
When creating your production schedule, use a collaborative platform that allows your entire team to access and make real-time updates.
• Use a collaborative platform: Choose a tool like Google Sheets, Asana, or Monday.com that allows multiple team members to update timelines, assign ownership, and track progress in real time.
• Color-code key areas: Group tasks by category (e.g., logistics, marketing, A/V, registration) so you can quickly see what’s on track—or behind.
• Include contract and payment deadlines: Keep financials top-of-mind by adding vendor payment dates, attrition deadlines, and cancellation clauses to your timeline.
• Update weekly: Make time every week to review and revise your schedule based on progress, delays, or new developments.
• Set calendar reminders: For critical dates like hotel cut-offs, production walk-throughs, or material shipping deadlines, set reminders for all stakeholders.
• Assign task champions: Every item on the schedule should have an owner. Clearly assign responsibilities so nothing falls through the cracks.
