Conferences take longer to plan than most events because so many people depend on each other: speakers, sponsors, exhibitors, the venue and hundreds of delegates. This conference planning checklist breaks the work into a timeline so nothing is left to the last month.
9 to 12 months before
- Set the goal, theme and target audience of the conference.
- Draft the budget, including a 10 to 15% contingency.
- Choose the date, checking holidays and competing events.
- Book the venue and hotel room blocks for out-of-town delegates.
- Draft the sponsorship and exhibition packages.
- Invite keynote speakers.
6 to 9 months before
- Open a call for speakers if your conference uses one.
- Publish the conference website with the theme, date, venue and keynotes.
- Set up delegate categories and prices: members, non-members, students, day delegates.
- Open registration with an early-bird price.
- Start selling sponsorship and exhibition space.
3 to 6 months before
- Confirm the full programme: sessions, rooms and tracks.
- Publish speaker profiles and ask speakers to share them.
- Run the marketing campaign: email, LinkedIn, partners. See our event marketing ideas.
- Book audio-visual, catering, photography and any interpreters.
- Apply for CPD accreditation if your delegates need it.
1 to 3 months before
- Close the early-bird and push standard registrations.
- Collect exhibitor stand details and staff names.
- Design delegate name badges and certificates.
- Collect speaker slides and confirm their travel.
- Plan the check-in layout and the number of scanners.
The final two weeks
- Confirm final numbers with the venue and caterer.
- Print badges in bulk and set up on-demand printing for late registrations.
- Send delegates a reminder with their QR ticket, the address, parking and the programme.
- Brief staff and volunteers, and test the check-in app.
- Prepare signage and the run sheet.
On the day
- Open registration at least an hour before the first session.
- Watch live attendance and adjust catering and seating.
- Record session attendance for CPD.
- Keep one person free to solve problems.
After the conference
- Send thank-you emails, slides and photos within 48 hours.
- Issue attendance certificates based on actual check-ins.
- Send exhibitors their leads and sponsors a report on their exposure.
- Run a delegate survey and compare results with your goals.
- Announce next year's date with an early-bird offer.
One platform for the whole checklist
Event Star's conference management software covers registration, the programme, badges, check-in, exhibitors and certificates. Book a demo to plan your next conference with us.
Frequently asked questions
How long does it take to plan a conference?
Most conferences need nine to twelve months of planning. Smaller, one-day conferences can be organised in three to six months if the venue and speakers are available.
What should a conference planning checklist include?
Goals and budget, venue and date, speakers and programme, sponsors and exhibitors, registration and marketing, badges and check-in, and post-event certificates and reporting.
When should conference registration open?
Open registration six to nine months before the conference with an early-bird price, once the theme, date, venue and keynote speakers are confirmed.
