Event Planning

Your content and speakers are key to the success of your event. Here's a look at some key steps to ensure your message is well received!

Identify theme and topics and potential speakers:

Review your selected conference theme

Identify corresponding topics which compliment theme

Determine the “caliber” speaker you’d like to retain by determining overall focus, e.g.:  big name draw; subject matter expert; current topics

Determine budget and honorarium structure for presenters.

Identify presenters who you would like to invite back from previous conferences, if applicable. 

Identify presenters who are well-known and/or have knowledge of selected topics

Selecting and hiring presenters:

Prepare vetted list of potential presenters

Contact speakers bureaus and do internet research on potential speakers

Prepare and circulate  Request for Proposal or invitation outlining:

Ask presenters to return the following:

Receive and review proposals

Narrow field to top choices

Interview final candidates

Select presenters

Send contract or confirmation letter to presenters outlining your agreement:


Obtain final biography and official photograph from presenters for printed materials and conference website/app

Provide presenter with any themed conference templates or presentation guidelines

Receive and review materials and make changes if necessary

Verify audiovisual requirements

Obtain room set-up needs

Obtain final arrival and departure dates

Make lodging reservations

Make air transportation arrangements

Make airport ground transfer arrangements

Determine special needs and security arrangements

Create name badge for registration pick-up

Arrange for delivery of welcome basket or amenity for sleeping room

Two weeks prior to event, create and send presenter itinerary with final event details to include:


Provide meet and greet for VIP presenter at airport

Ask transportation company to notify you when they are 10 minutes out with the presenter

Greet the presenter curbside and provide them with conference packet materials, name badge, etc.

Remind them of planned rehearsal time

Make presenter aware of presenter ready room or Green Room

Meet presenter in meeting room for rehearsal and sound check

Make any last minute changes to audiovisual and/or room set-up

Coordinate time and place for introduction to MC, introducer, room monitor, technical staff, etc.

Review the start and end time with presenter

Handle any special requests

During the session:

Track number of attendees (and if possible, who attended)

Ensure that technical needs are met and that the presentation runs smoothly

After the session:

If departure times are tight, ensure presenter makes airport transfer


Provide presenter with final evaluation results

Send letter of thanks

Provide the speaker with any necessary forms to collect reimbursement

Reconcile and pay presenter bill

Tips and Tricks

Stay in the know

Interested in learning more?

Give us a shout and we’d love to help!

Contact Us