Your Conference Production Schedule is a listing of all the tasks associated with planning the conference, in date order. The event manager is responsible for creating this timeline, and keeping it updated. It is also used as a tool to keep champions focused on their assigned tasks. Because each conference is so different, one timeline will not be effective for every event. Below you'll find a sample production schedule that 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.
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 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
- Conduct client/team logistics calls
- Track all expenses
- Compile data to assist with budget to actual analysis
- Conduct regular meetings with champions
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.
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