General Conference Information:

• Name of the organization hosting the conference
• Type of business
• Name of the conference
• Conference dates/end and start times
• Alternative dates (if available)
• Agenda for the conference
• Goals and objectives for the conference
• Total conference budget
• Conference location (if determined)
• Location criteria (if not determined)
• Dates and names of any holidays and/or city-wide events that may impact the conference
• Total number of anticipated attendees
• History of past attendance
• Areas of planning that will need to be outsourced
  

Conference Manager(s):

• Name
• Title
• Company
• Address
• Phone number
• Cellular phone number
• E-mail address
• Social media handles
• Most accessible means of communication
• Name and contact information for conference decision maker (if different from contact)
• Name and contact information for onsite planner (if different from contact)
• Name and contact information for any other vendors or key players for the event
  

Conference Background:

• If this is a regularly scheduled conference, list prior dates and locations
• Is the past planning master folder available for review 
• Are past evaluations accessible 
• Are past marketing materials available for review 
• Gifts and awards distributed in the past
• Things that have worked well with this conference in the past
• Ways to improve your past conferences
  

Conference Attendee Profile:

• Previous attendance numbers
• Percentage of local vs. non-local attendees
• Determine relevant demographics
• Percentage of attendees requiring special assistance or with special needs
• Average age of the attendees 
• Number of attendees bringing their spouses to the conference
• Number of attendees bringing their children to the conference
• Is the conference required, elective or incentive for attendees
• List any VIPs attending this conference
  

Event Marketing:

• Determine audience based on attendees, sponsors, and exhibitors
• Outline marketing goals and objectives
• Create a marketing timeline (consider key deadlines like registration and hotel cut-off dates)
• Create a marketing budget, ensuring the amount budgeted fits into the entire conference budget realistically
• Consider whether or not to hire an outside  vendor to manage marketing
• Update existing website or create new one in order to have a virtual place to drive traffic towards; link registration and other event specific items (agenda, lodging, FAQs) through this website
• Outline types of marketing to be used:  social media campaigns, evites, email blasts, etc.  Consider also creating Save The Date cards or other printed materials. 
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Conference Sponsorship:

• Levels of sponsorships offered and deliverables
• Previous sponsors and sponsor levels
• Sponsorship goal as compared to previous years
• Potential new sponsors
• Potential new sponsor offerings
• Do you intend to hire a vendor to manage sponsors or will you do in house? 
  

Conference Agenda/Content:

• Total number of meeting days
• Will there be pre-conference sessions
• Review past year’s agenda and outline what worked and what didn’t
• Number of general sessions, keynotes, breakouts, and meals.
• How long will each function last
• Will meals or any other events require room flips? 
• Review day pattern and outline adequate time for setup and tear down
• Outline special offsite events and determine best days to hold based on the program. 
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Conference Logistics - Speakers:

• Identify speaker themes/topics and potential speakers
• Are there speakers from a past conference you want to invite back?
• Outline number of speakers needed
• Outline speaker budget
• Determine whether in-house or outsourced presenters will be used
• Determine if you require an outside speaker manager or if you will use someone within your organization.   
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Conference Logistics - Site Selection:

• Determine type of venue(s) to be booked, along with location and potential dates
• Choose a number of preferred venue(s), either from personal experience, internet research or visiting the city’s CVB.
• Develop a Request for Proposal (RFP) with conference overview and most important contract stipulations to be considered
• Send RFP to venue(s) that have been chosen.
• Evaluate any proposals that come back from selected venue(s); choose one, two or three to visit for an in-person tour and negotiations.
• Schedule Site-Visit(s)
• Choose a first preference venue and one back-up; begin contract negotiations with both properties.
• Obtain legal review of contract before signing.
• Sign contract. 
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Conference Logistics - Lodging:

• Determine dates that lodging is required for both attendees and staff; ensure you include all set-up and tear-down days and travel days (account for possible travel delays)
• Determine potential number of rooms needed per night - generally plan on blocking out rooms for 50% or 60% of your total number of attendees
• Determine if your attendees would prefer single or double occupancy
• Determine the number of VIP suites you would like to have available to your VIPs, speakers and staff
• Determine if overflow hotels will need to be contracted
• Determine if attendee reservations will be made individually or if the rooming list will be managed
• Determine if you require an outside lodging manager or if you will use someone within your organization. 
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Conference Logistics - Meeting Space:

Determine number and size of meeting rooms required for each day of the conference; be sure to include:

• Plenary session space
• Exhibit space
• Breakout rooms
• Registration
• Presenter ready room
• Green room
• Meals and receptions
• Activities
• Office space
• Storage
• Nursing room
• Prayer room

Ensure all rooms are large enough to accommodate your attendees and their activities

Determine potential dates and times required for meeting rooms

Determine audiovisual needs for each meeting space

Determine set-up style for all rooms 

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Conference Logistics - Audiovisual/Production:

Determine if you will use the in-house or an outsourced audiovisual / production company

List general audiovisual needs for the following:

• General Session
• Breakout rooms
• Meals
• Exhibits
• Registration
• Office space
• Receptions
• Presenter ready room
• Other

Determine if you will need wifi or hard internet lines; specify wi-fi needs based on number of attendees expected onsite 

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Conference Logistics - Materials:

Materials you might need onsite:

• Signage, Banners or Clings
• Name badges and lanyards
• Tent cards
• Welcome letters
• Thank you letters
• Agenda
• Programs
• Hand-outs
• Presenter bios
• Evaluation forms
• Tickets for drawings
• Special event fliers or tickets
• Map of area/local attractions
• Meal / drink tickets 

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Conference Logistics – Conference App:

• Determine app budget
• Determine capabilities needed for your conference
• Determine if you will build internally or outsource
• Research app options
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Conference Logistics - F&B:

• Determine F&B budget
• Determine service, tax and fees associated with your location
• Review venue contract, to ensure that if any F&B discounts are available they are applied.
• Understand policies on taxes, gratuities, service charges, cancellation and reduction
• Determine if In-house or outsourced catering will be used
• Outline number of breaks, breakfasts, lunches, receptions and dinners to be held 
• Determine times and locations of all meal functions
• Determine if meals will be buffet, plated or reception style
• Will programs take place during meals 
• Anticipated attendance for each meal 
• Review past consumption reports if applicable
• Floorplans for each meal function
• Outline menu options
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Conference Logistics - Transportation:

Determine types of transportation required:

• Air
• Ground – airport 
• Ground – intra-event

Determine who will be covering these costs - attendees versus conference.

Will in-house or outsourced transportation services be used

What is the best way for attendees to book services? Registration, app or an outside website

If you book as a group, is it possible to get a discounted rate?

Consider working with providers to offer ride-share discount codes to your group 

List any special vehicles required (i.e., ADA compliant bus or taxis)

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Conference Logistics - Special Events/Activities:

• Determine special event/activity budget
• Will guests be allowed to attend special events and activities
• List any off site or onsite activities you ‘d like to add to the conference agenda
• Determine if there will be a special program created for spouses or children
• List any entertainment needs
• List transportation needs
• List all special events/activities costs to be covered by the attendees 
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Gifts/Awards:

• Determine gift/award budget
• Determine the types of gifts and giveaways you would like to have either as awards or gifts
• List who will receive them
• List when and where awards or gifts will be given
• Require tracking information for any gifts/awards being shipped 
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Registration - Pre-event:

• Determine who will handle registrations (in-house or out-source)
• Determine opening and closing dates
• Outline tiered pricing deadlines
• Determine registration policies and guidelines such as cancellations, substitutions, and refunds 
• Determine information you would like to collect during the registration process such as contact info, demographic questions, and information concerning the conference agenda
• Outline any registration access or discount codes for special attendees
• Outline badging requirements:  will badges be pre-printed or print-on- demand. If print-on-demand determine vendor
• Determine timeline for badge design and printing
• Determine if you require tickets for any of your events
• Determine if you will be utilizing session scanning and how that may affect your badging
• Outline materials and equipment needed onsite
• Outline shipping instructions
• Diagram onsite registration setup and internet requirements
• Outline signage needs for proper flow
• Determine onsite hours and staffing needs
• Determine best way to take payment onsite if necessary 
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Registration - Onsite:

• Locate all shipments required to setup registration
• Review onsite registration setup and signage placement to ensure correct
• Setup registration with equipment and materials
• Test all equipment as well as integrity test all badge types to ensure accuracy
• Train staff
• Handle any collection efforts from unpaid attendees 
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